Administration Officer

Description:

Are you an organised and detail-oriented professional who can manage competing tasks efficiently? We are seeking a dedicated Administrative Officer to support our School’s Discipline Convenors. In this role, you will handle a variety of tasks including coordinating guest speaker events, assisting with travel arrangements, and maintaining our intranet and filing systems. You will work closely with our Senior Administration Officers and Executive Assistant to ensure smooth operations and compliance with university policies. If you thrive in a dynamic team environment and have excellent communication skills, we would love to hear from you!

Key responsibilities will include:

• Manage relevant administrative and secretarial functions in a professional, diplomatic and confidential
• Manage the shared administration support email inbox and ensure that emails are responded to in a timely manner.
• Be the point of contact for and coordinate the School’s guest speaker series in conjunction with academics responsible in each discipline. Provide policy advice in relation to hospitality and travel. Book travel, accommodation, room bookings and catering for the event as needed.
• Assist with travel arrangements, credit card reconciliations and expense claims; organise and facilitate meetings including taking minutes
• Work as part of a team along with the Senior Administration officers and Executive Assistant to the HOS.
• Update the School’s Intranet with the relevant information; develop and maintain efficient electronic filing systems to ensure email correspondence and documents are filed and easy to find when needed.
• Ensure compliance with School and Faculty guidelines and University policies

This is a part-time (60%), fixed-term position through to January 2026 at HEW Level 5.

• A degree or diploma with subsequent relevant experience or secretarial administrative experience or an equivalent combination of relevant experience and/or education training.
• Demonstrated skills in providing a high level of customer service, including effective interpersonal skills.
• Demonstrated high level of proficiency in the Microsoft Office suite (Word, Excel, PowerPoint and Outlook) and wide range of software applications
• Effective organisational, time management and problem-solving skills
• Demonstrated ability to work independently and/or as part of team
• Working knowledge of University administrative systems, policies and procedures or the capacity to rapidly acquire this knowledge
• Demonstrated organisational and administrative skills and ability to manage multiple priorities and projects.
• Excellent verbal and written communications skills with high attention to detail.

The successful candidate may be required to complete a number of pre-employment checks, including: right to work in Australia, education check etc.

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.

For more information about this opportunity, please contact Karen Teitzel – k.teitzel@business.uq.edu.au

For application inquiries, please reach out to the Talent Acquisition team at talent@uq.edu.au, stating the job requisition ID in the subject line.

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

• Resume
• Cover letter

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 27 March 2025 at 11.00pm AEST (R-49193). Please note that interviews have been tentatively scheduled for late March/ early April.

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