Administrative Officer/Executive Assistant

• Queensland Alliance for Agriculture and Food Innovation (QAAFI)

• Key support role for QAAFI Executive and Operations team

• Diverse team with inclusive work environment and strong supportive culture

• Be part of an organisation with a meaningful purpose and impact

• Based at our vibrant St Lucia Campus

About UQ

As part of the UQ community, you’ll have the opportunity to work alongside the brightest minds, who have joined us from all over the world.

Everyone here has a role to play. As a member of our professional staff cohort, you will be actively involved in working towards our vision of a better world. By supporting the academic endeavour across teaching, research, and the student life, you’ll have the opportunity to contribute to activities that have a lasting impact on our community.

Join a community where excellence is at the core of our culture, contributions are valued and a range of benefits and rewards are available, such as:

• 26 weeks paid parental leave or 14 weeks paid primary caregiver leave
• 17% superannuation contributions
• 17.5% annual leave loading
• Access to flexible working arrangements
• Health and wellness discounts – fitness passport access, free yearly flu vaccinations, discounted health insurance, and access to our Employee Assistance Program for staff and their immediate family
• On campus childcare options
• Cheap parking (from just $5.75 a day)
• Salary packaging options

About This Opportunity 

We are seeking a motivated, energetic and well organised Administration Officer/Executive Assistant to support the effective and efficient operation of the QAAFI Directorate and the Operations Team.

Reporting to the Deputy Director Operations, you will be responsible for delivering a wide range of administrative processes in support of team/office outcomes.

Key responsibilities will include: 

• Undertake Executive Assistant duties primarily for the Deputy Director, and to provide general administrative support to the QAAFI Directors/Centres as required.
• Coordinate international and domestic travel arrangements for the Deputy Director and their visitors, including flights, accommodation and preparing travel itineraries.
• Provide high level administrative support and office coordination for QAAFI Operations, including associated meeting, venue and events coordination, as required.
• Monitor shared inboxes and manage associated enquiries, approvals, scheduling, and record-keeping tasks generated from liaising with a wide range of enquiries.
• Liaises with internal and external stakeholders to maintain relationships and provide support for operational activities, meetings, events and correspondence.
• Follow policies and processes with respect to financial record-keeping in relation to spending on supplies, events, travel and other expenses.
• Develops and/or maintains standard operations procedures for the effective and efficient functioning of the office.
• Manage the administrative processes for QAAFI supervised students (such as honours, summer/winter scholars and coursework masters).
• Other duties as reasonably directed by the supervisor.

This is a Full-time, 100% FTE Fixed-term position for up to 10 months at HEW 5.

The full-time equivalent base salary will be in the range $75,878.89 – $84,342.92 plus a generous super allowance of up to 17%. The total FTE package will be up to $88,778.30 – $98,681.22 annually. As this role is covered by an Enterprise Agreement, you will also receive regular remuneration increases – at least once a year.

About You  

• A degree in business administration, accounting, or related field; or diploma with subsequent relevant experience or an equivalent combination of relevant experience and/or education/training.
• Experience in effective management of diaries, including scheduling of meetings and appointments, production of agendas and minute taking
• Experience and proficiency in the use of a wide range of computer applications in a network environment (such MS Office programs such as Outlook, Word, Excel, Teams).
• Experience, or ability to rapidly gain skills and knowledge, in University administrative and financial policies, procedures, systems and various software.
• Highly developed communication (oral and written) and interpersonal skills with the ability to liaise effectively with tact and discretion and maintain confidentiality with a wide range of stakeholders both internal and external to the University.
• Ability to exercise initiative, judgment, and effective time management as appropriate, and work in a flexible and dynamic environment with competing priorities to meet deadlines.
• Ability to work independently, cooperatively as part of a team, and with staff from within the Institute, other areas of the University and external to UQ.
• Ability to work with a high level of accuracy and attention to detail.
• Commitment to upholding the University’s values, and with the outstanding personal qualities of openness, respectfulness, and integrity

Desirable

• Specific experience in UQ systems including UQ UniFi, Business Objects, EMS Promaster

In addition, the following mandatory requirements apply:

• Work Rights: You must have unrestricted work rights in Australia for the duration of this appointment to apply. Visa sponsorship is not available for this appointment.

 
Questions? 

For more information about this opportunity, please contact Dr Michael O’Shea, Deputy Director Operations, [email protected]

For application queries, please contact [email protected] stating the job reference number (below) in the subject line. 
 

Want to Apply? 

All applicants must upload the following documents in order for your application to be considered:

• Cover letter addressing the ‘About You’ section
• Resume
  

Other Information 

At UQ we know that our greatest strengths come from our diverse mix of colleagues, this is reflected in our ongoing commitment to creating an environment focused on equity, diversity and inclusion .  We ensure that we are always attracting, retaining and promoting colleagues who are representative of the diversity in the broader community, whether that be gender identity , LGBTQIA+ , cultural and/or linguistic , Aboriginal and/or Torres Strait Islander peoples , or people with a disability . Accessibility requirements and/or adjustments can be directed to [email protected] .

If you are a current employee (including casual staff and HDR scholars) or hold an unpaid/affiliate appointment, please login to your staff Workday account and visit the internal careers board to apply for this opportunity. Please do NOT apply via the external job board.

Applications close 19 February 2024 at 11.00pm AEST (Job Reference Number – R-35289). Please note that interviews have been tentatively scheduled for late February.