IMH Administration Officer-School of Public Health

• Exciting Administration opportunity working with leaders in musculoskeletal health research

• Full time 2 years based at the Institute for Musculoskeletal Health, Camperdown

• Base Salary $83,384 - $93,362 + 17% superannuation 

About the opportunity

Founded in 1930, Sydney School of Public Health is Australia’s first and leading school of 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.

At the Institute for Musculoskeletal Health we bring together patients and clinicians with world leading musculoskeletal health researchers to drive global improvements in health outcomes through increased understanding and management of musculoskeletal health and physical activity.

Our researchers are in a strong position, backed by the resources and expertise of our partners, the University of Sydney and the Sydney Local Health District, to translate the university’s research into positive outcomes for community health. We currently have an opportunity for an Administration Officer to join us and support a large team of researchers, professional staff and students engaged in a broad range of research in musculoskeletal health and physical activity.

Your key responsibilities will be to:

• provide effective and efficient professional support and administration services to the IMH Executive, leaders and research teams

• assist with arranging meetings on behalf of the Executive and ensure that all papers for meetings are collated and made available in good time and that logistical arrangements are made including venue booking, catering, etc.

• respond to a range of enquiries via telephone, email and in person, from staff, students, visitors and the general public regarding a wide range of activities exercising sound knowledge of the work area, discretion, tact and diplomacy when communicating

• facilitate and coordinate ICT support to the work area and where necessary act as an intermediary between IMH staff and the ICT Service desk in order to facilitate the resolution of service issues

• provide administrative support on IMH staffing matters, in partnership with their supervisor and HR, including the coordination of recruitment, the renewal of employment contracts and the coordination of on boarding activities for new staff

• provide administrative services and support for grants applications including communication with staff preparing applications, proofing and formatting applications, and preparing/finalizing submissions

• liaise with centralised services to ensure effective delivery of services to the work area – including Research Unit, Finance, ICT, HR, Procurement and CIS in line with University policy and procedure

• coordinate payment and invoice management, purchasing, Concur transactions, travel coordination, and, in liaison with the Institute Manager, production and dissemination of system reports

• maintain academic and research records for the project(s), including project registers, EndNote libraries and publication registers

• maintain the IMH website and social media platforms

• undertake ad-hoc projects and other activities.

About you

• experience in working high volume administrative work environments, ideally in research or university/government setting

• excellent time and workload management skills with demonstrated ability to prioritise effectively, manage multiple tasks, meet deadlines and achieve required outcomes

• 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

• proven ability to identify problems, make recommendations and implement appropriate solutions

• experience in coordinating financial payments, invoice management, credit card reconciliations and purchase orders ability to effectively work as part of a team, and to support and develop team members in their activities

• strong stakeholder management skills with ability to deal with a range of stakeholders and manage expectations and desired outcomes

• good MS office skills and exposure to software programs such as ZOOM, MS Teams, SharePoint, Photoshop, InDesign, Illustrator, Premiere and Content Management Systems; and social media platforms, such as Facebook and LinkedIn

• familiarity with HR systems – e.g. Workday

• familiarity with university systems and grant application systems e.g., Concur, Unibuy, EmmaHQ Sapphire.

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.

As this position is located on an NSW Health site, it is a regulatory requirement to complete compulsory employment checks prior to starting in this position. For more information and instructions, please visit:NSW Health employment requirements

This position is designated as involving child-related work. To undertake or remain in this position, you are required to apply for and obtain a Working with Children Check clearance in accordance with the Child Protection (Working with Children) Act 2012.

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 Cecilia Blamey, Recruitment Operations by email to [email protected]

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

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Applications Close

Thursday 29 February 2024 11:59 PM