Operations and project officer

6 days ago

Melbourne, Victoria, Australia Pakenham Institute Full time $60,000 - $100,000 per year

NOTE: The position is in Melbourne CBD and not in Pakenham.

Pakenham Institute is a CRICOS-registered RTO and part of a growing group of colleges committed to delivering the best education in Australia. Located in Melbourne CBD, we offer a supportive, multicultural and innovative environment where students thrive and staff enjoy being part of a forward-thinking team.

The Operations & Projects Officer is the
CEO's strategy and execution partner
—supporting day-to-day admin and academic operations and turning strategy into delivered outcomes. They lead cross-functional projects, maintain order in the house translate requirements into simple SOPs and checklists, and works on different continuous improvement initiatives (OKRs, dashboards, risk logs) so priorities ship on time, compliantly, and with clear ownership.

Responsibilities

  • Provide hands-on support for daily admin & academic operations; unblock issues fast.
  • Own core admin workflows (records, timetables, forms, agent documentation) and meet SLAs.
  • Plan & run projects end-to-end (scope, timeline, dependencies)
  • Lead new projects/initiatives and coordinate stakeholders across Academic, Admissions, Compliance, Finance, Marketing, Agents.
  • Lead Strategy sessions on behalf of the CEO, consult with stakeholders and come up with solutions.
  • Research
    markets/policies; verify sources; recommend options with trade-offs.
  • Read long docs (ASQA/ESOS/CRICOS/TEQSA, vendor/SOPs) → produce checklists, SOPs, and decision memos.
  • Map/improve student lifecycle processes (enquiry → COE → enrolment → attendance → completion).
  • Pilot
    low-risk, documented
    process experiments; manage exceptions and mitigations.
  • Prepare CEO/Exec materials: briefs, updates, post-mortems.
  • Support
    org design
    (roles/RACI, handoffs, structure proposals).
  • Facilitate team
    OKRs
    (set, track, and run quarterly retros).
  • Build simple tools: trackers, templates, dashboards (M365/Google).

Requirements

  • 2–3 yrs in operations/projects (education or regulated industry ideal).
  • Holds a Bachelor's degree
  • Proven project management & stakeholder management skills.
  • Works independently knowing where and how to fetch required information.
  • Comfortable taking initiatives and decisions
  • Research & analysis; reconciles data; clear, executive-level writing.
  • Detail-oriented, autonomous, discreet; continuous improvement mindset.
  • Tools: M365/Google Workspace; Excel/Sheets; ClickUp/Jira/Trello (Must).

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