Administrator - Science

3 weeks ago

Sydney, Australia University of New South Wales Full time
  • One of Australia’s leading research & teaching universities
  • Vibrant campus life with a strong sense of community & inclusion
  • Enjoy a career that makes a difference by collaborating & learning from the best

At UNSW, we pride ourselves on being a workplace where the best people come to do their best work.

The Faculty of Science teaches approximately 7000 full-time student equivalents, with an academic staff of approximately 500 and general staff of 300. The Faculty is one of the largest and most complex faculties of UNSW Sydney. It comprises the School of Aviation, Biological Earth and Environmental Science (BEES), Biotechnology and Biomolecular Sciences (BABS), Chemistry, Materials Science and Engineering (MSE), Mathematics and Statistics, Psychology, and Physics. It also includes several major Research Centres and field stations.

As a member of the faculty administration team, the Administrator provides effective day-to-day administrative support within the eight schools and the Dean’s Unit in Science to ensure all services are provided efficiently to meet the operating needs of the faculty.

About the role

  • $85k - $96k plus 17% Superannuation and annual leave loading
  • Fixed Term – 12 months
  • Full-time (35 hours per week)

The role reports to the Faculty Operations Manager and is a member of the Faculty Operations team.

Specific responsibilities for this role include:

  • Provide high level administrative support to the Dean’s Unit and other nominated teams across Faculty of Science.
  • Support faculty and school operations by maintaining effective channels of communication with shared service teams in divisions, analysing requests and correspondence to prioritise as well as urgent and sensitive matters.
  • Review and monitor finance administration requests, including but not limited to, purchasing, travel, credit card reconciliation, expense reimbursements, payment requests and billing processes.
  • Perform budget and compliance checks against relevant finance projects.
  • Provide effective specialist advice relating to administrative guidelines, processes and activities.
  • Develop and maintain detailed filing systems, spreadsheets, databases, and other administrative systems.
  • Draft agendas, minutes, correspondence, briefing notes, and guidelines for specific committees and meetings as required.
  • Respond to a range of in-person, online and email enquiries from internal and external stakeholders, and initiate, action or escalate as necessary.
  • Perform a range of duties to ensure the service requirements of the schools and faculty are met, including back up for periods of leave for relevant professional roles in the faculty and schools.
  • Arrange, support and promote meetings and events as required.
  • Coordinate or participate in relevant projects and business improvement activities to streamline processes and facilitate administrative efficiency, ensuring all activities comply with UNSW and faculty/school guidelines and processes.
  • Maintain productive working relationships with nominated teams, relevant staff in the faculty and other internal and external stakeholders in order to facilitate efficient and effective administrative support and promote a positive profile for the portfolio.
  • Other duties as directed by the Faculty Operations Manager.
  • Align with and actively demonstrate the UNSW Values in Action: Our Behaviours and the UNSW Code of Conduct.
  • Cooperate with all health and safety policies and procedures of the university and take all reasonable care to ensure that your actions or omissions do not impact on the health and safety of yourself or others.

About the successful applicant
(Selection criteria)

To be successful in this role you will have:

  • Relevant tertiary qualification with subsequent relevant experience or equivalent competence gained through any combination of education, training and experience.
  • Advanced time management, organisational and problem-solving skills, including the ability to establish priorities and meet deadlines.
  • Well-developed interpersonal and written and verbal communication skills.
  • Demonstrated experience providing effective customer service and support to clients at all levels.
  • Highly proficient computer literacy with excellent skills in Microsoft Office applications and digital platforms.
  • Ability to make sound judgements and work both independently and as part of a team.
  • Demonstrated experience supporting and contributing to projects and initiatives.
  • Advanced numeracy skills.
  • An understanding of and commitment to UNSW’s aims, objectives and values in action, together with relevant policies and guidelines.
  • Knowledge of health and safety responsibilities and commitment to attending relevant health and safety training.

You should systematically address the selection criteria listed above in your application.

For informal queries, please see the below contact details. 

Otherwise, please apply online - applications will not be accepted if sent directly to the contact listed.

Contact:
Marie Simmons
E: m.simmons@unsw.edu.au

Applications close: September 19th, 2024

Find out more about working at UNSW at www.unsw.edu.au

UNSW aspires to be the exemplar Australian university and employer of choice for people from diverse backgrounds. UNSW aims to ensure equality in recruitment, development, retention and promotion of staff and that no-one is disadvantaged on the basis of their gender, cultural background, disability, sexual orientation or identity or Indigenous heritage. We encourage everyone who meets the selection criteria to apply.

UNSW partners with Australia’s leading diversity organisations, networks, and campaigns. Please refer to UNSW’s diversity offerings for further information on our flexible work and leave options, and support for carers (childcare, parent rooms, parental leave).

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