Executive Assistant and Project Officer, Head of School

• Full time, 12 months fixed term or secondment opportunity (parental leave cover)
• Opportunity for a talented executive assistant to support the Head of School of Faculty of Medicine and Health
• Base Salary $91, 644 + 17% superannuation

About the opportunity

The Faculty of Medicine and Health (FMH) has a great opportunity for an Executive Assistant and Project Officer to join the team to manage administrative services in a timely and effective manner, ensuring the specific needs and day to day requirements of the office are managed in highly efficient and effective manner.

As the first point of contact, the Executive Assistant and Project Officer will demonstrate extensive administrative and organisational skills in order to manage a high volume of activity as well as client service skills, tact and diplomacy. The key to success is your ability to manage and plan small projects to ensure deadlines are met and prioritise matters brought to the School.

Based on site at Camperdown Campus, the Executive Assistant and Project Officer will need to keep the Head of School ahead of their schedule, anticipating their engagements and managing front line interactions. This role will also engage in a variety of school and precinct level activities as directed by the FMH Camperdown precinct Operations Manager.

This is a critical position for school operations at the Central Clinical school.

Your key responsibilities will be to:

• manage the affiliate management systems as well as be the front facing EA reaching out and assisting with affiliate enquires
• provide broad, high level professional executive support to effectively manage the general day to day office operations and administration activities
• respond to inquiries in person, by phone and email to parties internal and external to the university
• draft and review correspondence and manage the gathering and preparation of project data, information, analysis and reporting
• managing stakeholder engagement and communication activities across the FMH precincts  
• maintain and develop project planning material for dedicated projects, against project objectives, milestones and deliverables arrange and coordinate meetings and events
• ensure quality application of policy compliance and procedures

About you

• has excellent verbal and written communication skills, with experience working in a highly customer centric environment
• has demonstrated experience with diary management and front line interaction with visitors
• has experience working across large teams with multiple demanding stakeholder groups
• is highly proficient and coordinated in the execution of critical activities and tasks
• demonstrates a proactive and positive approach to problem solving and process improvement
• has excellent administrative, and analytic skills, together with well-developed negotiation, conflict resolution, relationship building and influencing skills
• has experience in developing project planning material, preparing project charters, status reports, documenting timelines, tracking activity, monitoring budgets and highlighting milestones as required
• has experience in making recommendations for improvements to streamline administration systems related to day-to-day operations
• has experience in establishing and maintaining excellent working relationships and can demonstrate resilience when working under pressure to meet expected deadlines
• has excellent Microsoft suite and Sharepoint skills and is familiar with university systems
• demonstrates experience with project or event coordination.

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 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.  

If you are a current employee of the University or a contingent worker with access to Workday, 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 support filling out this application, please contact Lena Germinarios, Recruitment Operations, by email to [email protected]

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Click to view the Position Description for this role.

Applications Close

Tuesday 23 May 2023 11:59 PM