Senior Executive Assistant – Faculty of Health & Behavioural Sciences

• Faculty of Health and Behavioural Sciences

• Broaden your career within one of QLD’s largest employers

• Belong to a vibrant community where your work genuinely makes an impact

• Ideal secondment opportunity for internal UQ staff members OR high-level, fixed-term opportunity for external candidates

• Based at our St Lucia Campus

About UQ

As part of the UQ community, you’ll 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’ll 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 flexible working arrangements including hybrid working options, flexible start/finish times or purchased leave

• 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 

We are seeking a diligent, highly organised and experienced Senior Executive Assistant to join our world-leading Faculty of Health and Behavioural Sciences.

As the Senior Executive Assistant, you will provide an exceptional level of administrative support and executive assistance to the Executive Dean and ensure the smooth operation of the Faculty of Health and Behavioural Sciences’ Executive Portfolio. In addition, this role will provide, or oversee the provision of, support as required to the Faculty’s Executive Leadership Team during peak periods and absences. 

Key responsibilities required to fulfil the role include, but are not limited to:

• Managing the electronic diary including monitoring and arranging the schedule of the relevant individual/s, such as meetings and coordinating travel arrangements.

• Maintaining administration systems and processes to manage and prioritise the day-to-day flow of business for the office.

• Coordinating portfolio-relevant projects on an as-required basis.

• Undertaking background research and data analysis for the relevant senior or executive level staff member/s and drafting correspondence and documents, which includes handling of confidential materials.

• Maintaining an ongoing knowledge and understanding of the Faculty’s operational plan, understanding of key University staff, issues and projects.

• Ensuring compliance with University policies and procedures for documentation, correspondence and matters processed through the office.

• Organising functions, workshops, and events for the portfolio.

• Coordinating committee/meeting/engagement activities, including scheduling, drafting relevant documentation, taking minutes and liaising with key stakeholders and attendees.

• Liaising with and responding to a wide range of enquiries from staff and students at all levels across the University, representatives from government, industry and the professions and members of the wider community, initiating further action and follow up as necessary.

• Organising relevant financials (i.e., manage the reimbursements and other expenses in line with University financial policy and procedures).

• Managing financial delegations, preparing budgets, and reconciling accounts as required on behalf of the relevant executive/s.

This is a full-time, fixed-term position through to 19 January 2025.

For candidates external to the university, this role offers the perfect opportunity to kick-start your career in higher education at one of Australia’s leading universities. For current UQ staff members, this is an ideal secondment opportunity to upskill or to branch out and gain valuable experience in a new faculty. Please note any secondment arrangement would require approval from current management.

At HEW level 6, the full-time equivalent base salary will be in the range $86,371 - $92,658, plus a generous super allowance of up to 17%. The total FTE package will be up to $101,055 - $108,410 annually.  As this role is covered by an Enterprise Agreement, you will also receive regular remuneration increases – at least once a year.

About You  

Ideal candidates will possess superior interpersonal, communication and senior stakeholder engagement skills as well as the ability to prioritise their own workload and work independently to meet deadlines. You will also possess or be able to demonstrate:

• A degree with subsequent relevant experience; or extensive experience and specialist expertise or broad knowledge in administration, business or executive support; or an equivalent combination of relevant experience and education/training.

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

• Demonstrated level of sensitivity when dealing with confidential matters.

• Excellent stakeholder management, such as the ability to effectively handle, escalate and follow up with stakeholders.

• Sound problem solving skills and judgment in resolving or redirecting issues.

• Broad understanding of administration procedures, organisational structures and functions of the University of Queensland.

• It is desirable to be able to demonstrate similar experience in a Senior Executive Assistant role in a tertiary education environment; or in a large and/or complex organisational context, including the ability to supervise a small team of staff.

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. 

 
Questions? 

For more information about this opportunity, please contact Tricia Williams, Faculty Executive Manager, 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:

• Comprehensive 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 Tuesday 6 February 2024 at 11.00pm AEST (Job Reference Number: R-34962).

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