NIF Administrative Officer

• National Imaging Facility (NIF)

• Support the effective and efficient operations of the NIF Central team

• $77k - $86k + 17% super + leave loading

• Fixed-term position until December 2026 based at St Lucia

About National Imaging Facility

National Imaging Facility (NIF) is Australia’s advanced imaging network. 

We provide a full suite of advanced imaging capability including preclinical and clinical, human and animal imaging, radiochemistry, and imaging data analysis. Our expertise, equipment and services are critical to Australia’s ability to translate health discoveries, undertake clinical trials and commercialise medical products. Our capabilities beyond health are unique in Australia.  

NIF is an Unincorporated Joint Venture (UJV), administered by UQ. It operates as a national collaborative capability of 14 Partner organisations across 5 states, governed by an independent Board. It receives funding through the Australian Government’s National Collaborative Research Infrastructure Strategy (NCRIS) with co-funding from Australian and state government agencies and Partner institutions.

About This Opportunity 

We are seeking a motivated and organised Administrative Officer to support the effective and efficient operations of the NIF Central team. The position will report to the NIF Director of Operations, who is known locally as the Chief Operating Officer of NIF. The role is responsible for delivering a wide range of administrative processes in support of NIF Central team outcomes and the CEO.

Key responsibilities will include:  

• Maintaining administration systems and processes to manage the day-to-day flow of business for the office

• Provide administrative support to projects and initiatives and the CEO

• ​​Undertakes slightly complex data entry, retrieval, and document management processes

• Arrange purchases for general office functions and hospitality

• Assists with travel coordination - lodging travel requests, reconciling travel statements, booking flights and accommodation

• Provides high-level administrative support to committees and meetings, including scheduling, distributing relevant documentation, taking minutes and coordinating RSVPs and attendances  

• Liaises with internal and external stakeholders to maintain relationships which support the operational outcomes for the NIF Central team

• Organises and supports the administrative aspects of workshops, seminars, conferences, and relevant events, including marketing and managing RSVPs

• Processes and/or drafts office correspondence for stakeholder review

• Functions as the initial point of contact for enquiries, including responding to routine and non-routine queries involving interpretation of policy and procedures

• Develops and maintains standard operating procedures for the effective and efficient functioning of the office.

• Other tasks as requested by the supervisor

About You  

• Completion of a degree; or an advanced diploma plus at least two years’ relevant work experience; or an equivalent combination of relevant experience and/or education/training.

• Excellent written and interpersonal skills including the ability to communicate effectively via telephone, email and in person with internal and external stakeholders.

• Ability to manage and prioritise workloads, work independently or within a team and meet strict timelines with confidence.

• Adaptable and flexible approach to work with skills in dealing with difficult situations to meet changing needs and priorities.

• Well-developed organisational skills with high level attention to details and ensuring accuracy of information.

• Extensive experience in the use of a wide range of computer applications in a network environment, particularly Microsoft Office Suite of programs.

• Demonstrated capacity to effectively use University platforms such as UniFi and Expense Management System or the ability to rapidly gain such knowledge.

• Experience in reconciliation of credit cards, payment of invoices, etc. and the ability to interpret and abide by University policies and procedures in all areas of financial and administrative management.

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. 

What We Can Offer  

 This is a full-time, fixed-term position until 31 December 2026 at HEW 5.

The full-time equivalent base salary will be in the range $77,396 - $86,029 plus super of up to 17%. The total FTE package will be in the range $90,553 - $100,654 per annum.  

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 Dr Sarah Flaim 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 

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 Sunday, 14 April 2024 at 11.00pm AEST (Job Reference Number - R-37175).