Executive Administrator

Job no: 0057172
Location: Parkville
Role type: Part-time (0.5 FTE) days negotiable; Fixed-term until 30th of August 2024
Faculty: Medicine, Dentistry and Health Sciences
Department/School: Department of Clinical Pathology, Melbourne Medical School 
Salary: UOM 5 – $79,961 – $91,844 p.a (pro rata for part-time) plus 17% super

• High-level administrative support to the Department of Clinical Pathology.
• Opportunity to work closely with Head of Department, contributing to operational efficiency and departmental success.
• Salary packaging, subsidised health and wellbeing services, fitness and cultural clubs, Myki discounts, and a 25% discount on graduate courses to our staff and their immediate families!

About the Role
This role presents a unique opportunity for an experienced administrator to provide high-level support to the Department of Clinical Pathology. You’ll work closely with the Head of Department, coordinating diverse responsibilities such as diary management, HR, finance administration, and events. Join a collaborative team at the forefront of medical research and education, contributing to operational efficiency and departmental success. 

Your responsibilities will include:

• Provide Executive Assistant support to the Head of Department/Deputy Head of MMS and internal stakeholders.
• Disseminate relevant information to the Department and maintain email lists.
• Provide secretariat duties for Departmental committees, including scheduling, venue & catering bookings, arranging agendas and minute taking.
• Prepare and coordinate HR paperwork for new positions, casuals and Honorary positions, coordinate academic promotions and annual and triennial performance review paperwork.

Who We Are Looking For
You possess highly developed interpersonal skills, fostering positive interactions with diverse individuals discreetly. You demonstrate flexibility and collaboration to achieve common goals within tight deadlines, contributing to innovation and adaptability.

You will also have:

• Undergraduate qualifications in a relevant discipline and/or equivalent mix of education and relevant experience.
• Demonstrated administration skills with high attention to detail and commitment to accuracy.
• High degree of communication and the ability to use judgement when dealing with sensitive information and situations and maintaining confidentiality when required.
• Strong written communication skills, including the ability to prepare reports, committee papers, agendas, minutes, and correspondence.
• Demonstrated computer skills, including a good knowledge of the Microsoft Office suite and the capacity to learn and use in-house administrative database systems.

For further information regarding responsibilities and requirements, please refer to the attached PD.

This role requires that the successful candidate must undergo and maintain an up-to-date Working with Children Check. This is essential to guarantee a secure environment for all individuals at the University. In the case the selected candidate doesn’t have a valid Working with Children Check, they will be able to apply for the WWCC as part of the initial onboarding procedures.

Please note: Visa sponsorship is not available for this position. This role requires current valid work rights for Australia.

Your New Team – Department of Clinical Pathology
The University of Melbourne’s Clinical Pathology Department pioneers cancer research, focusing on molecular tumor defects for improved diagnostics and treatments. Located at the forefront Victorian Comprehensive Cancer Centre, we collaborate extensively, driving advancements in cancer cell biology, DNA bio-banking, and cutting-edge sequencing. Beyond cancer, we shape medical leaders through our Doctor of Medicine program and support vibrant graduate cohorts.

What We Offer You!
In addition, we offer the opportunity to be part of a vibrant community and enjoy a range of benefits, including generous leave provisions, salary packaging, health and well-being services and discounts on graduate courses. For more information, check out our benefits  page!

About the University of Melbourne
We’re tightly connected with the community, both at home and abroad. We take pride in our people, who all contribute to our mission to benefit society through the transformative impact of education and research. Discover more via our website  and stay connected with our stories and people on LinkedIn .   

Be Yourself
The University of Melbourne values the unique backgrounds, experiences and contributions that each person brings to our community and welcomes and celebrates diversity.  First Nations people, those identifying as LGBTQIA+, parents, carers, people of all ages, abilities and genders, and people of diverse ethnicity, nationality and faith are encouraged to apply. Our aim is to create a workforce that reflects the diversity of the community in which we live. For more information please visit our Diversity and Inclusion page.

We are dedicated to ensuring barrier free and inclusive practices to recruit the most talented candidates. If you require reasonable adjustments, please contact Kim Groizard at [email protected] , with an email containing your name and contact details for a confidential discussion. Please ensure your email is titled “Reasonable Adjustments Request”.

Aboriginal and Torres Strait Islander Applicants
We aspire to be the University of choice for Indigenous Australians, with unprecedented investment to attract, nurture and retain Aboriginal and Torres Strait Islander students and staff. Tangible support through a range of programs and initiatives will ensure that you personally succeed and flourish while at the University of Melbourne.

For further information, including our 2023-2027 Indigenous strategy please visit -https://about.unimelb.edu.au/reconciliation/murmuk-djerring

Join Us!
If you feel this role is right for you, please apply with the following documents: 

• Resume
• Cover Letter outlining your interest and experience
• The responses against the Selection Criteria^ (found in the Position Description)

^For information to help you with compiling short statements to answer the selection criteria and competencies, please go to http://about.unimelb.edu.au/careers/selection-criteria

If you have any questions regarding the recruitment process, please feel free to contact Tara via email at [email protected] , ensuring that you include the Position Number and the Job Title as the subject. Please do not share your application to this email address.

If you have any particular questions regarding the job please follow the details listed on the Position Description.

Position Description