Executive Assistant- School of Biomedical Sciences

Apply now Job no:523639
Work type:full time
Location:Sydney, NSW
Categories:Administration

Employment Type: Full Time (35-hours week)

Duration: Continuing

Remuneration: Level 6 ($96 K- $103 K; based on experience) + 17% super + annual leave loading

Location: Kensington, NSW 

Why this role matters:

The Executive Assistant role will play a critical role within the School of Biomedical Sciences, in providing practical and efficient EA duties, general administration and ad hoc project support.

In addition, this role will also provide excellent communications writing skills to support relevant communications within the school across a range of media. 

The role report will to the School Manager, School of Biomedical Sciences and support the office of the Head of School, School of Biomedical Sciences.

Key Accountabilities (but not limited to):

• Oversee effective office operations and provide superior day-to-day executive support to the Head of School including diary/calendar and email management, coordination of meetings.
• Integrate information from various sources to draft documents and correspondence for the Head of School, and other relevant committees including letters, emails, invitations, reports, presentations and briefing notes (inward and outward facing).
• Actively ensure the Head of School is appropriately prepared for all meetings and completes any assigned follow-up items, providing assistance as appropriate and/or represent the School at meetings and report on outcomes to relevant stakeholders
• Develop and maintain effective relationship across the School, Faculty, UNSW-wide and externally to support the School to maintain effective communications
• Deliver School based projects, initiatives and other ad hoc programs, with a particular focus on but not limited to communications, on behalf of the Head of School to achieve the operational and strategic goals of the School.
• Actively identify, recommend, and implement business improvement activities to streamline processes and facilitate administrative efficiency in relation to procedures and systems.
• Coordinate and manage School events such as staff meetings academic retreat, conferences, workshops, seminars, student research symposiums, and annual prize giving function and associated event logistics.
• Management of committees for the School including the Program Advisory Committees (in collaboration with Program Authorities/Discipline Leads), School Board and ensuring that all School committees adhere to good governance practices
• Take initiative to drive internal and external communications for the School, including the maintenance and development of the School Intranet site, newsletters and engagement with the UNSW Division of External Engagement team to support social media activity and Website development.
• Support the financial requirements of the Head of School including purchasing, reconciliation of credit card, ensuring that expenditure is in line with UNSW guiding principles and Business Expense Policy.

Skills Required:

• Relevant tertiary qualification with subsequent relevant experience or equivalent competence gained through any combination of education, training, and experience.
• A good understanding of basic science to enable creation of content material based on biomedical scientific research.
• Demonstrated ability to work collaboratively and productively within a team, but also to take initiative and work independently while managing competing demands.
• Advanced interpersonal, written and oral communication skills (across a diversity of media).  Demonstrated experience providing effective customer service and support to clients at all levels.
• Efficient time management skills, with a demonstrated ability to respond to changing priorities, manage multiple tasks and meet competing deadlines by using judgement and initiative.
• High proficiency of computer literacy, working with a range of computer systems and applications, including Microsoft Office 365 suite including Teams, One Drive, Excel, Word, PowerPoint and Outlook and use of University enterprise systems.
• An understanding of and commitment to UNSW’s aims, objectives and values in action, together with relevant policies and guidelines.
• Knowledge of health & safety (psychosocial and physical) responsibilities and commitment to attending relevant health and safety training.

To learn more about this position, and view the comprehensive skills and criteria list, a copy of the Position Description can be found by clicking on the position description button beneath our ad on JOBS@UNSW.

Benefits and Culture:

People are at the core of everything we do. We recognise it is the contributions of our staff who make UNSW one of the best universities in Australia and the world. 

Our benefits include:

• Career development opportunities
• 17% Superannuation contributions and additional leave loading payments
• Additional 3 days of leave over Christmas period
• Discounts and entitlements (retail, education, fitness)

How to apply

To be successful you will hold Australian Working Rights or Australian Citizenship. Visa sponsorship is not available for this appointment.

Please click Apply now to submit your application online.

Applications should not be sent to the contact listed below. Please provide a resume and a cover letter addressing the selection criteria (Skills & Experience in the position description). To view the full position description, please click on the Position Description link below.

Contact

Mary Hervir

School Manager

School of Biomedical Sciences

[email protected]

Applications close:  Thursday 11th April before 11.30pm.

UNSW is committed to evolving a culture that embraces equity and supports a diverse and inclusive community where everyone can participate fairly, in a safe and respectful environment. We welcome candidates from all backgrounds and encourage applications from people of diverse gender, sexual orientation, cultural and linguistic backgrounds, Aboriginal and Torres Strait Islander background, people with disability and those with caring and family responsibilities. UNSW provides workplace adjustments for people with disability, and access to flexible work options for eligible staff.

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

Advertised:28 Mar 2024 AUS Eastern Daylight Time
Applications close:11 Apr 2024 AUS Eastern Standard Time