Executive Assistant – School of Pharmacy

• School of Pharmacy

• Permanent opportunity supporting our Head of School and School Manager

• Full time position

• Pivotal role providing administrative and secretarial support to the office

• Based at our UQ Dutton Park 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

• 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

• Cheap parking (from just $5.75 a day)

About This Opportunity 

The School of Pharmacy is one of the largest Schools of this type in Australia with over 50 academic staff (including joint appointments with community and hospital pharmacy) who are widely published internationally and have extensive research backgrounds.  A team of administrative, scientific and IT staff provide operational support, and over 50 people are employed through the School on research grants and other contracts. 

The Executive Assistant plays a pivotal role in providing administrative and secretarial support to the Head of School and School Manager, as well as assisting with the day-to-day operations of the office. This position requires excellent organisational skills, attention to detail, and the ability to effectively communicate and collaborate with internal and external stakeholders. The successful candidate will thrive in a fast-paced environment and be adept at managing competing priorities.

Key responsibilities will include, but are not limited to: 

• Ensure the smooth running of the Executive's day-to-day work schedule, including: diary management; coordinating incoming correspondence/enquiries; scheduling meetings/activities and engagements; coordinating communications and travel.

• Coordinate and provide administrative and/or secretarial support to relevant boards and committees.

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

• Ensure the relevant senior or executive staff member/s are briefed on relevant issues and background information in preparation for meetings.

• Provide oversight and coordination of information and the day-to-day administrative flow with the relevant senior or executive staff member/s office.

• 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.

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

• Manage financial delegations, processing and payment approvals as required, on behalf of the relevant executive/s.

This is a full-time, permanent position commencing ASAP.

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 in line with the Enterprise Agreement.

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. In addition, you will possess:

• A Bachelor’s degree with subsequent relevant experience; or an equivalent combination of relevant experience and/or education/training.

• Excellent organisational and time management skills as well as a commitment to a high level of customer service.

• Demonstrated ability to prioritise competing work demands and meet deadlines, whilst maintaining accuracy and attention to detail.

• Advanced stakeholder management and engagement skills.

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. 

• Background Checks: All final applicants for this position may be asked to consent to a criminal record check. Please note that people with criminal records are not automatically barred from applying for this position. Each application will be considered on its merits. 

 
Questions? 

For more information about this opportunity, please contact Andrew Simpson (School 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:

• 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 Monday 29 April 2024 at 11.00pm AEST (Job Reference Number: R-37214).