Description:
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School of Chemical Engineering – Faculty of EAIT
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Full-time (100%), permanent position
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Base salary will be in the range $80,523 - $89,505 + 17% Superannuation (HEW Level 5)
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Based at our St Lucia Campus
About This Opportunity
An exciting opportunity is available for an Executive Assistant supporting the Head of School at the School of Chemical Engineering, Faculty of Engineering, Architecture and Information Technology.
This is a permanent, full-time appointment and we are seeking a motivated and highly organised multitasker with excellent administration and executive support skills.
Key responsibilities will include:
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Ensure the smooth running of the Head of School’s day-to-day work schedule, including managing the electronic diary; coordinating incoming correspondence and enquiries; scheduling meetings, activities and engagements; and coordinating communications.
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Manage the travel requirements for the Head of School including preparing travel arrangements & itineraries.
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Ensure the Head of School is briefed on relevant issues and background information in preparation for meetings.
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Prepare/assist with drafting, and/or editing various documents including reports, presentations, memos, letters, correspondence and minutes of meetings.
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Monitor current and future commitments and prioritise workflow for the Head of School office, including liaising with areas to ensure any referred matters are followed up. Your proactive approach will be crucial in handling correspondence and enquiries effectively, ensuring prompt responses and tracking progress.
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Provide oversight and coordination of information and the day-to-day administrative flow with the relevant areas, including ensuring financial and HR processes and approvals are actioned correctly and according to policy.
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Support efficient processing of documentation for Head of School signing, by ensuring all relevant documents and information are provided.
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Support the Head of School by coordinating several academic staff HR processes, such as annual performance discussion, promotion/review, volunteers and visitors.
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Support visitor and unpaid appointments and coordinate the application process.
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Provide secretarial support to nominated committees and formal meetings, including arranging meetings, preparing agendas and drafting minutes.
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Proactively plan, coordinate and support relevant school events, and their logistical details.
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Use initiative and judgment to liaise effectively with members of University Executive, members of external organisations, government officials, industry and School professional and academic staff, and students.
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Support good school communications by maintaining and auditing email groups and assisting with updating the school website.
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Support the School Manager with hospitality approvals and other tasks as may be required.
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Participate in local projects and events in support of the School’s broader activities, and other duties as required and appropriate to the role and level.
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Support and contribute to an integrated, cohesive culture across the School.
About UQ
As part of the UQ community, you will 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 will 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:
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Up to 26 weeks paid parental leave or 14 weeks paid primary caregiver leave
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17% superannuation contributions
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17.5% annual leave loading
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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
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UQ Study for Staff
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On campus childcare options
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Affordable parking (from just $6.15 a day)
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Salary packaging options
About You
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Completion of a relevant degree and/or substantial administrative and secretarial, executive or personal assistant experience at a large organisation; or an equivalent combination of relevant experience and/or education/training.
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Excellent interpersonal skills, including the ability to communicate effectively and respectfully with diverse groups within, and external, to the School and University.
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Excellent organisational skills with the ability to prioritise competing work demands, to work under pressure and to meet deadlines while maintaining accuracy and attention to detail.
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Ability to work independently and use initiative demonstrating problem solving strategies.
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Excellent written communication skills with experience in preparing documents with a high level of accuracy.
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High level of computer proficiency across a range of applications including the Microsoft Office suite, and the capacity to acquire knowledge of UQ systems.
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Proven ability to handle and maintain workplace confidentiality, exercise initiative and judgement.
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Commitment to upholding the University values, and with the outstanding personal qualities of openness, respectfulness and integrity.
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Knowledge of the University’s administrative systems, policies, procedures and practices or an ability to rapidly acquire such knowledge, would be advantageous.
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Prior experience in an executive support role would be advantageous.
The successful candidate may be required to complete a number of pre-employment checks, including: right to work in Australia.
Work Rights
You must maintain unrestricted work rights in Australia for the duration of this appointment to apply. Employer sponsored work rights are not available for this appointment.
Questions?
For more information about this opportunity, please contact Ms Melanie Gunn via sm@chemeng.uq.edu.au. For application inquiries, please reach out to the Talent Acquisition team at talent@uq.edu.au, 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:
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Cover letter summarising how your background aligns to the ‘About You’ section
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Resume
Other Information
UQ is committed to a fair, equitable and inclusive selection process, which recognises that some applicants may face additional barriers and challenges which have impacted and/or continue to impact their career trajectory. Candidates who don’t meet all criteria are encouraged to apply and demonstrate their potential. The selection panel considers both potential and performance relative to opportunities when assessing suitability for the role.
We know one of our strengths as an institution lies in our diverse colleagues. We're dedicated to equity, diversity, and inclusion, fostering an environment that mirrors our wider community. We're committed to attracting, retaining, and promoting diverse talent. Reach out to talent@uq.edu.au for accessibility support or adjustments.
Applications close on Wednesday, 2 April 2025 at 11.00pm AEST (R-49175). Please note that interviews have been tentatively scheduled for the week commencing 7 April 2025.