Administrative Assistant

Apply now Job no:522145
Work type:full time
Location:Sydney, NSW
Categories:Administration

• 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 School of Biological, Earth and Environmental Sciences (BEES) has over 148 academic staff and research staff, over 170 research students and 60 Honours students. BEES incorporates environmentally-relevant disciplines enabling the School to undertake comprehensive education and research in the mainstream disciplines of biology, geography and geology. This also provides students the opportunity for interdisciplinary and multidisciplinary studies.

The School of Biotechnology and Biomolecular Sciences (BABS) has an international reputation in biotechnology, molecular and cellular biology, and microbiology, including proteomics and genomics, gene regulation, metabolism, environmental microbiology and infectious diseases. BABS teaches approximately 2,000 full-time equivalent students, and has 34 academics, 28 postdoctoral research associates or fellows, approximately 20 other research staff, 152 higher degree research students, 12 technical officers and 4 administrative staff.

The Administrative Assistant – BABS and BEES will provide administrative support to the School and take a responsible role in the establishment, maintenance and improvement of the office systems and policies and procedures to ensure its efficient operation. This role will primarily support the School’s Senior Staff, particularly Heads of Schools, Deputy Heads of Schools and the School Managers.

About the role

• $75K – $80K plus 17% Superannuation and annual leave loading
• Continuing            
• Full time (35 hours)

The role of the Administrative Assistant reports to the School Managers in BABS and BEES and has no direct report. 

Specific responsibilities for this role include:

• Provide pro-active, practical and efficient general administrative services to the Schools, including (but not limited to) reception duties, maintaining office supplies, arranging catering, mail sorting, internal communications, building access and maintenance requests, and procurement.
• Provide effective advice relating to administrative guidelines, processes and activities to academic staff within allocated school whilst developing and maintaining effective and collaborative relationships with a range of internal and external stakeholders to support and facilitate service delivery.
• 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.
• Respond to a broad range of in-person, telephone and email enquiries in relation to School activities and University polices and procedures from internal and external stakeholders, and initiate action or refer the enquiry, as required.
• Develop and maintain filing systems, spreadsheets, databases, websites and other administrative systems.
• Maintain accurate records of School space allocations, access requests, and IT equipment, including following up with staff and students to ensure appropriate workplace and WHS inductions are completed.
• Arrange, support and promote meetings and small events for internal and external stakeholders.
• Provide secretariat support, including drafting agendas, minutes, correspondence, briefing notes, and guidelines for school specific committees and meetings.
• Undertake other relevant tasks as directed by your supervisor.
• 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.

Skills and Experience
(Selection Criteria)

To be successful in this role you will have:

• Associate diploma with relevant work experience or an equivalent level of knowledge gained through any other combination or education, training and/or experience.
• Strong organisational skills including the ability to prioritise tasks and duties in order to meet deadlines.
• Excellent customer service, interpersonal, written and verbal communication skills.
• Competency in a range of computing skills and demonstrated ability to learn and implement new systems.
• Demonstrated experience in maintaining databases.
• Demonstrated ability to work effectively and with a high level of attention to detail in a busy office.
• Knowledge of health and safety responsibilities and commitment to attending relevant health and safety training.

You should systematically address the selection criteria listed within the position description 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:
Michael Bowen
E: [email protected]

Applications close: February 5th , 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).

Advertised:11 Jan 2024 AUS Eastern Daylight Time
Applications close:05 Feb 2024 AUS Eastern Daylight Time