Executive Assistant – Faculty of Health & Behavioural Sciences

• Faculty of Health and Behavioural Sciences

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

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

• 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 and 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)

About This Opportunity 

This is an exciting opportunity for a highly motivated, organised and experienced Executive Assistant to join the small, dedicated team of Executive Assistants within our Faculty of Health & Behavioural Sciences.

As the Executive Assistant, you will provide effective operational support at an executive level while also supporting the overall operations of the Faculty Office. This role involves liaising with a range of internal and external stakeholders, diary management, preparing reports, resolving problems and providing administrative support to the Faculty office.

Key responsibilities will include (but are not limited to):  

• Ensure the day-to-day work schedule of the Associate Deans and Faculty Executive Manager are effectively supported through effective diary management; coordinating incoming correspondence/enquiries; scheduling meetings/activities and engagements; coordinating communications; sourcing and collating information and coordinating travel.

• Ensure Associate Deans and Faculty Executive Manager are adequately prepared and briefed for all meetings, interviews and conferences.

• Proactively plan, coordinate and support key divisional projects events and conferences, and their logistical details, invitations and catering, while anticipating and managing potential conflicts.

• Under the guidance of the Senior Executive Assistant, develop and maintain a well organised records management system for all confidential and other matters related to Faculty activities.

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

• Reconciliation of corporate card, financial and travel expenses on behalf of Executive Staff.

• Maintenance of Faculty contact information and mailing lists.

• Work cooperatively and develop networks to liaise proactively and effectively with other administrative and executive support staff both within the University and external organisations.

• Co-ordinate the activities of local committees and working groups, prepare meeting dates, agendas and action lists; and provide administrative support to Faculty Management Committee, Faculty Executive Committee and Board meetings, School Reviews and other meetings as directed by the Senior Executive Assistant.

• Other duties and project work as assigned by the Senior Executive Assistant and Faculty Executive Manager.

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 with a varied portfolio of Schools and Centres. Please note any secondment arrangement would require approval from current management.

At HEW level 5, the full-time equivalent base salary will be in the range $77,396 - $86,029, plus a generous super allowance of up to 17%. The total FTE package will be up to $90,553 - $100,654 annually. As this role is covered by an Enterprise Agreement, you will also receive regular remuneration increases – at least once a year.

About You  

Candidates require previous administrative, executive support or secretarial experience; excellent interpersonal and written communication skills and the ability to prioritise their own workload and work independently to meet deadlines as well as a willingness to contribute in a team environment.

The selection criteria includes:

• Completion of a degree; or an equivalent combination of relevant experience and/or education/training.

• Demonstrated experience in the techniques of high-level diary, email and travel management within a busy and complex organisation.

• Experience in arranging meetings, minute taking and distribution of minutes, meeting documents and related reports.

• High level of accuracy and attention to detail and proven ability to use initiative to identify solutions.

• High level of computer proficiency across a range of applications including Microsoft Office Suite, Adobe, Sharepoint, web software and advanced proficiency in utilising the Internet.

• A high level of time management skill and experience in managing multiple tasks with varying deadlines.

• Demonstrated understanding and application of good record management practices.

• Advanced stakeholder management and engagement skills.

• Knowledge of University structures and administration, or the capacity to rapidly acquire such knowledge.

• Ability to maintain confidentiality and exercise initiative, discretion, diplomacy and judgement and to pre-empt needs and requirements of the Faculty Executive.

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. 

For more information about this opportunity, please contact Sheryl Budgeon, Senior Executive Assistant, at [email protected] . For application queries, please contact [email protected] stating the job reference number (below) in the subject line. 
 

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 our 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 Monday 25 March 2024 at 11.00pm AEST (Job Reference Number: R-36428).