Executive Assistant - School of Pharmacy

• School of Pharmacy

• HEW Level 5

• Full-time, continuing position commencing early April 2023

• Closing date Monday 27 March 2023 at 11.00pm AEST (R-23829)

About This Opportunity 

We are seeking an experienced, organised and highly motivated Executive Assistant to join our world-class School of Pharmacy. Our School of Pharmacy is the longest established pharmacy school in Queensland and is now one of the largest schools of this type in Australia. 

As the Executive Assistant, you will provide high level executive assistance and a range of administrative and secretarial support to the Head of School and School Manager, while also supporting the overall operations of the office. In this role, you will liaise with a range of internal and external stakeholders, prepare budgets and reports, resolve problems and provide administrative support to the team as a whole.

This position is located at The Pharmacy Australia Centre of Excellence (PACE ) in Woolloongabba, UQ’s premier pharmacy and pharmaceutical science research precinct.

Key responsibilities will include: 

• Ensure the smooth running of the Executive's day-to-day work schedule, including: managing the electronic diary; coordinating incoming correspondence/enquiries; scheduling meetings/activities and engagements; coordinating communications; and coordinating 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) and manage financial delegations, processing and payment approvals as required, on behalf of the relevant executive/s.

This role is subject to The University’s Code of Conduct .  

About You  

Our ideal candidate will have 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 in Business or a related field; or completion of an advanced diploma qualification with at least one year subsequent relevant work experience; or an equivalent combination of relevant experience and/or education/training.

• A sound and broad knowledge of the University's, or a similar large organisation’s administrative systems, policies, procedures and practices or an ability to rapidly acquire such knowledge.

• Ability to work with initiative demonstrating problem solving strategies and a willingness to research solutions effectively.

• Demonstrated oral, written and interpersonal communications skills, including the ability to liaise, consult and negotiate with a diverse group of people, always maintaining a client/customer focused philosophy.

• Demonstrated ability to provide a high standard of confidential administrative and secretarial support, including document management, complex diary management, scheduling activities and organisation of meetings.

• Demonstrated ability to effectively maintain a filing system (including the ability to manage and track the flow of correspondence), databases and other office systems with an emphasis on accuracy and attention to detail to ensure deadlines are met.

• Demonstrated ability to work effectively, both independently and as part of a team, and to set realistic work goals, management timelines, and establish work priorities to ensure deadlines and commitments are met.

• High level of computer proficiency in Microsoft Office.

• Ability to learn and respond to the changing needs of the School.

What We Can Offer 

This is a full-time (1FTE), continuing position commencing early April 2023 at HEW Level 5.

The full-time equivalent base salary will be in the range $74,378 - $82,842 plus super of up to 17%. The total FTE package will be in the range $87,022 - $96,925 per annum.

The following flexible employment options may be available for this role: ​Part time/job share; some working from home; variable start or finish times; compressed hours; purchased leave; flex-time. 

For further information about UQ’s benefits, please visit Why Work at UQ and review The University of Queensland's Enterprise Bargaining Agreement 2018 - 2021 . 

 
Questions? 

To discuss this role please contact Andrew Simpson (School Manager, School of Pharmacy) via email at [email protected] .  

For application queries, please contact [email protected] stating the job reference number 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 

Please note that you will be asked to add all documents into the one upload box labelled ‘resume’, which is step one of the application form.

Other Information 

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.  

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 of the University, or hold an unpaid or affiliate appointment with the University, 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.