Executive Assistant and Project Officer

• Full time or part time (FTE negotiable for the right candidate) fixed term role for 3 years at Camperdown campus

• Opportunity to assist Director of SHeLL with a range of operational activities within the School of Public Health

• Base Salary $95,860 -$103,341 (pro-rata) + 17% superannuation 

About the opportunity

Founded in 1930 Sydney School of Public Health is Australia’s first and leading school in public health. Each day, our researchers and graduates are tackling global health challenges and striving to improve equity in communities locally and around the world.

The Sydney Health Literacy Lab (SHeLL) is a dynamic research group within the School of Public Health striving to build health literacy skills and capacities in the population and ensure the healthcare environment is sensitive to the needs of the whole community. Read more About the lab — Sydney Health Literacy Lab

As the Executive Assistant and Project Officer you will be the first point of contact for this highly collegiate team and principally provide support to the Director of SHeLL. Your strong administrative and organisational skills will help to coordinate a range of operational activities to assist the Director, Executive Officer, Senior academics and their research teams to successfully meet their goals.

Your key responsibilities will be to:

• act as first point of contact and conduit for Director and Executive Officer communications analysing incoming correspondence/phone enquiry, initiating appropriate action where possible and/or ensuring the matter is forwarded appropriately to the relevant individual/specialist for resolution

• provide general administrative support to the Director, Executive Officer and team, including coordinating research meetings, preparing agendas and minutes, diary management, travel and accommodation management

• provide administrative support and coordinate grant applications including communication with staff preparing applications, proofing and formatting applications, and preparing/finalising submissions consistent with internal Research Office requirements and deadlines

• coordinates the preparation of progress reports and final reports for funding bodies (such as NHMRC and ARC), including liaising with research investigators to obtain necessary information

• coordinate payment of invoices, purchasing, Concur transactions, travel coordination, and, in liaison with the School’s Finance Officers, produces reports for senior researchers in the team

• review and update relevant online/web content ensuring that content is relevant and up to date

• preparation of a regular internal e mail newsletter/ update to Lab staff

• preparation and e mail distribution of a quarterly newsletter describing Lab activities/ successes to external e mail list.

• annual report preparation

• CV and Sapphire updates and maintenance for the Director

• undertakes ad-hoc projects and other activities

About you

• excellent interpersonal, verbal and written communication skills with sound negotiating and conflict resolution skills and a demonstrated level of tact and discretion in dealing with day-to-day operational matters

• ability to work both independently and as part of a team, taking initiative and exercising sound judgement in resolving matters that may arise as part of normal daily work

• strong problem-solving skills and the ability to use initiative and exercise sound judgement and ability to prioritise workload during busy periods

• experience in developing and working on research projects, including ethics submissions and grant applications

• administrative experience in a tertiary organisation, working knowledge of academic institutions, structures and the higher education sector is desirable

• advanced working knowledge of MS Office; extensive diary management experience and software programs such as Concur, Squarespace and Mailchimp

• website management and extensive diary management experience will be advantageous.

To keep our community safe, please be aware of our COVID safety precautions which form our conditions of entry for all staff, students and visitors coming to campus.

Sponsorship / work rights for Australia

Please note: Visa sponsorship is not available for this position. For a continuing position, you must be an Australian or New Zealand citizen or an Australian Permanent Resident.

Australian Temporary Residents currently employed at the University of Sydney may be considered for a fixed term contract for the length of their visa, depending on the requirements of the hiring area and the reasons for the position.

Pre-employment checks

Your employment is conditional upon the completion of all role required pre-employment or background checks in terms satisfactory to the University. Similarly, your ongoing employment is conditional upon the satisfactory maintenance of all relevant clearances and background check requirements. If you do not meet these conditions, the University may take any necessary step, including the termination of your employment.

EEO statement 

At the University of Sydney, our shared values include diversity and inclusion and we strive to be a place where everyone can thrive. We are committed to creating a University community which reflects the wider community that we serve. We deliver on this commitment through our people and culture programs, as well as key strategies to increase participation and support the careers of Aboriginal and Torres Strait Islander People , women , people living with a disability , people from culturally and linguistically diverse backgrounds , and those who identify as LGBTIQ . We welcome applications from candidates from all backgrounds. 

How to apply

Applications (including a cover letter, CV, and any additional supporting documentation) can be submitted via the Apply button at the top of the page.  

For employees of the University or contingent workers, please login into your Workday account and navigate to the Career icon on your Dashboard.  Click on USYD Find Jobs and apply.

For a confidential discussion about the role, or if you require reasonable adjustment or any documents in alternate formats, please contact Deepna Chand, Recruitment Operations on [email protected] .

The University reserves the right not to proceed with any appointment.

Click to view the Position Description for
this role.

Applications Close

Sunday 02 June 2024 11:59 PM