Executive Assistant

• School of Economics

• Plan for your future with a generous 17% superannuation allowance

• Previous experience with executive support in a tertiary environment will be highly regarded

• Achieve a work-life balance with 36 hours/wk, purchased leave, WFH + more

• Based at our vibrant and picturesque St Lucia Campus

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:

• 26 weeks paid parental leave or 14 weeks paid primary caregiver leave

• 17% superannuation contributions

• 17.5% annual leave loading

• Access to some flexible working arrangements including hybrid working options, flexible start/finish times, purchased leave, and a condensed fortnight

• 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 

This position provides a high level of executive and administrative support to the Academic Dean & Head of School (HoS) and Deputy Head of School (DHoS). The Executive Assistant will be required to perform a full range of secretarial and administrative support functions.

Key responsibilities will include: 

• Manage all incoming correspondence and enquiries to the Executive office by evaluating to determine required action and associated priorities.

• Manage diaries and contact lists for the HoS and DHoS. Collate and prepare material for meetings, including presentations and ensure that appropriate briefings are provided to the HoS and DHoS.

• Prepare routine correspondence and draft more complex correspondence on behalf of the HoS and DHoS and assist with the preparation of reports and other documents.

• Organise domestic and international travel for the HoS and DHoS including scheduling of meetings, preparing itineraries, booking transport and accommodation and completing UQ travel forms and other relevant documentation.

• Manage reimbursement of expenses for the HoS and DHoS and reconcile Executive Cards in accordance with University policy and procedures.

• Assist with the organisation of School staff meetings and strategic planning activities including acting as Secretary to the School’s Executive Committee. This includes scheduling of meetings, booking venues, arranging catering, liaising with facilitators and other external participants, drafting agendas, organising papers, recording key discussion and outcomes and ensuring any follow-up actions are taken.

• Develop and maintain effective administration procedures and electronic records management systems for the efficient operation of the School management team in accordance with the School’s Records Management Guidelines.

• Coordinate the annual academic staff appraisal process as well as other HR activities related to academic staff in consultation with the Head, ensuring that appropriate documentation is completed and forwarded to Human Resources in a timely manner.

• Provide a high level of administrative support to the School’s recruitment activities both domestically and internationally as required.

• Any other duties as reasonably directed by your supervisor.

This is a full-time continuing position.

At HEW level 5, the full-time equivalent base salary will be in the range $77,396.47- $86,029.78, plus a generous super allowance of up to 17%. The total FTE package will be up to $90,553.87 - $100,654.84 annually.  As these roles are covered by an Enterprise Agreement, you will also receive regular remuneration increases in line with the Enterprise Agreement.

About You  

• Completion of a degree; or completion of a diploma level qualification with subsequent relevant experience; or an equivalent combination of relevant work experience and/or education/training.

• Excellent oral and written communication skills, effective interpersonal skills and excellent attention to detail.

• Demonstrated ability to prioritise competing work demands in a high-volume environment

• and meet deadlines.

• Excellent interpersonal and verbal/written communication skills, including the ability to communicate effectively with people from diverse backgrounds and of varying social status.

• High level organisational skills, including the ability to prioritise competing work demands and meet deadlines, whilst maintaining accuracy and attention to detail.

• Knowledge (or the ability to rapidly acquire such knowledge) of relevant University policies and procedures and operating systems and/ or previous experience in a tertiary education environment is desirable

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. 

• Background Checks: All final applicants for this position may be asked to consent to a criminal record check. Please note that people with criminal records are not automatically barred from applying for this position. Each application will be considered on its merits. 

Questions? 

For more information about this opportunity, please contact Cassandra Hughes at [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 Sunday 21st April 2024 at 11.00pm AEST (Job Reference Number - R-37641). Please note that interviews have been tentatively scheduled for Wednesday 1st May 2024