Project Administrator

ASHM is a not-for-profit company seeking an entry-level Project Administrator to support our digital team to assist with health education course delivery, training and project support.

About You

You may be a recent graduate or early-career professional looking to build your skills in project coordination, digital systems and education delivery. You have an interest in supporting health education programs, focused on blood-borne viruses, hepatitis, and/or sexual and reproductive health.

You're organised, detail oriented and adaptable, with the ability to manage multiple priorities and communicate clearly with a wide range of stakeholders. You enjoy keeping systems tidy, solving operational challenges and supporting others to delivery high quality work.

Ideally, you'll bring experience in project administration or coordination, including tasks scheduling logistics, managing data or CRM records, supporting digital platforms, or maintaining documentation and processes. You don't need clinical experience, your strengths lie in organisation, communication, digital competence and a willing to learn.

The role will suit you if you enjoy coordinating tasks across teams, supporting both online and in-person training delivery, and contributing to process and system improvements. You thrive in a collaborative, fast-paced environment and value working for a mission-driven, inclusive not-for-profit that prioritises integrity, learning, and effective teamwork.

Location: Sydney, NSW

Employment status: Full-time Fixed-term (12 months contract with possibility of extension)

Salary: 60,000 to 63,000 + super + salary packaging. Salary based on skills and experience.

About ASHM Health

ASHM is a peak professional body representing healthcare professionals working in HIV, BBVs, and sexual and reproductive health. We partner without prejudice, working collaboratively to develop workforce capacity and strengthen health systems to uphold the dignity and rights of people facing stigma and barriers to care.

An independent community of practice, ASHM is a trusted organisation and accredited charity that develops resources and guidelines, delivers training, runs conferences, and advocates passionately for the needs of our members and communities.

Our members and supporters are health workers, community organisers, policy makers, health promoters, medical students, professionals, and specialists – all united to eliminate harm from these diseases, improve wellbeing and to protect our diverse communities.

Our values

ASHM prioritises collaboration, best practices, transparency, community ties, cultural respect, privacy, and addressing social inequities for continual quality improvement.

Benefits of working at ASHM Health

• Competitive not-for-profit benefits including salary packaging, novated leasing, and FBT concessions
• Extra leave: two additional paid days off over the December holiday period
• Flexibility: hybrid work model (2 days in office, 3 days work from home)
• Parental leave and an Employee Assistance Program supporting balance and wellbeing
• Purpose-driven culture: we value ethics, integrity, and social impact in everything we do

Key Responsibilities

• Coordinate end-to-end logistics for online webinars, and in person courses, manage live session support.
• Assist teams with presenter coordination, travel booking, agendas, meeting minutes and session materials.
• Manage and maintain digital systems support and technical coordination – project management software tracking, CRM management, SharePoint file organisation.
• Admin support - Design and update SOPs, checklists, templates and process documentation (using Word, SharePoint, Scribe, ClickUp Docs), minute taking, shared inbox support, file and folder management.
• CRM update and record keeping
• Create and schedule promotional flyers, email campaigns and digital graphics.
• Coordinate event listings on website, LMS, and CRM-generated emails.
• This role occasionally requires supporting courses and tasks outside standard business hours; flexible working arrangements and TOIL can be used to balance these hours.

Qualifications and Experience

Essential

• Bachelor's degree in business administration, Education, Project Management, Communications, or a related field.

Desirable

• Currently undertaking further study or professional development in project management, digital systems, education, or health-related fields.
• Experience using CRM systems (Dynamics 365 preferred), ClickUp or other project management tools.
• Experience with SharePoint, LMS platforms, or website/content updates.
• Experience in not-for-profit, public health or education sectors.
• Basic familiarity with digital tools (Canva, Figma, Campaign Monitor, etc.) or email marketing platforms.

Skills and Abilities

• Technically confident with CRM/LMS systems, Microsoft Office, SharePoint, Zoom/Teams, and able to quickly learn new digital tools.
• Strong organiser who can prioritise and manage multiple tasks, events, and deadlines.
• Clear communicator across email, phone and live platforms, providing timely support to presenters, participants, partners and internal teams.
• Reliable problem-solver
• Proactive and adaptable
• Strong interpersonal skills, ethical practice, high accuracy.

Eligibility

ASHM is unable to sponsor working or working-holiday visas for this position. Applications are open only to Australian citizens, permanent residents, or candidates with full, valid Australian work rights.

How to Apply

Must submit both resume and cover letter addressing the selection criteria and alignment with ASHM's values. Applications submitted via email will not be accepted.

We look forward to hearing from you

ASHM Health is an equal employment opportunity employer

We celebrate diversity and are committed to creating an inclusive environment for all employees. We particularly encourage applications from Aboriginal and/or Torres Strait Islander peoples, individuals from culturally and linguistically diverse backgrounds, and people with disabilities.

At ASHM, we are committed to building a diverse and inclusive workplace that reflects the communities we serve. As a leading organisation representing health professionals in HIV, viral hepatitis, and sexual and reproductive health across Australia and New Zealand, we prioritise cultural safety and responsiveness in all we do. We are also dedicated to our Reconciliation journey. If you're interested in this role but feel your experience doesn't align perfectly with the job description, we encourage you to apply or reach out. You may be the right fit for this or other roles at ASHM.

At ASHM, we are dedicated to fostering an inclusive and equitable workplace as part of our Reconciliation Action Plan. During job application, we include an optional question on Aboriginal or Torres Strait Islander identity to support our inclusion goals. Your response is confidential and won't impact your application.

ASHM Commitments

ASHM Health is a Child Safe organisation. Further information on our Child Protection Policy can be found here -

Candidates are required to abide by ASHM's policies, including the code of conduct, child protection, prevention of sexual exploitation, abuse and harassment and fraud (PSEAH) and corruption management.

We take pride in the diversity of our people and encourage applications from individuals of all backgrounds, including Aboriginal and Torres Strait Islander peoples, people with disabilities, people from diverse cultural and linguistic backgrounds, LGBTQIA+ individuals, candidates of all ages, and individuals of any or no religious beliefs.

Pre-Employment Checks

Candidates will be required to complete pre-employment checks, including a Police check and counter-terrorism check.

Need Support?

If you require support during the recruitment process, please reach out to