Executive Administrator

Job no: 0057172
Location: Parkville
Role type: Part time (0.4FTE); Continuing
Faculty: Faculty of Medicine, Dentistry and Health Sciences
Department/School: Department of Clinical Pathology, Melbourne Medical School
Salary: UOM 5 – $76,886 – $88,312 p.a (pro rata for part-time) plus 17% super

The University of Melbourne would like to acknowledge and pay respect to the Traditional Owners of the lands upon which our campuses are situated, the Wurundjeri and Boon Wurrung Peoples, the Yorta Yorta Nation, the Dja Dja Wurrung People. We acknowledge that the land on which we meet and learn was the place of age-old ceremonies, of celebration, initiation and renewal, and that the local Aboriginal Peoples have had and continue to have a unique role in the life of these lands.

About – Faculty of Medicine, Dentistry and Health Sciences
The Faculty of Medicine, Dentistry & Health Sciences has an enviable research record and is the University of Melbourne’s largest faculty in terms of management of financial resources, employment of academic and professional staff, teaching of undergraduate and postgraduate (including research higher degree) students and the conduct of basic and applied research. 

About the Role
The Executive Administrator position provides high-level administrative and operational support to the Head of Department of Clinical Pathology and the Department of Clinical Pathology more broadly. This role reports to the Operations and Partnerships Coordinator and is based at the Victorian Comprehensive Cancer Centre in Parkville.  Duties will include diary management, responding to queries, dealing with internal and external stakeholders, preparing presentations, HR administration, Finance, travel arrangements, arranging events, IT support, OH&S and other administrative processes.

Responsibilities include:

• Provide secretariat duties for Departmental committees, including scheduling, venue & catering bookings, arranging agendas and minute taking
• Prepare and coordinate HR paperwork for new positions, contract renewals, casuals and Honorary and Guest positions
• Work collaboratively with other staff members to deliver efficient administration and provide a responsive service for enquires from staff, visitors and students
• Establish and maintain effective filing and database systems for record management compliant with the University records management policy

About You
You are highly organised with a strong attention to detail and commitment to accuracy. Your high-level interpersonal skills allow you to interact positively and discreetly where required with staff and students from a broad range of backgrounds. You thrive in a busy environment where you can effectively manage competing deadlines and priorities to see tasks to completion.

You will also have:

• Undergraduate qualifications in a relevant discipline and/or equivalent mix of education and relevant experience
• High degree of communication and the ability to use judgement when dealing with sensitive information and situations and maintaining confidentiality when required
• Strong written communication skills, including the ability to prepare reports, committee papers, agendas, minutes, and correspondence
• Ability to contribute towards innovation and continuous improvement concerning work processes, including supporting the implementation of new systems

To ensure the University continues to provide a safe environment for everyone, this position requires the incumbent to hold a current and valid Working with Children Check.

Please note working in a hospital requires the incumbent to comply with Government Healthcare vaccination requirements – currently requiring 3 COVID-19 vaccinations (2 plus booster).

About the University
The University of Melbourne is consistently ranked amongst the leading universities in the world. We are proud of our people, our commitment to research and teaching excellence, and our global engagement.

Benefits of Working with Us
In addition to having the opportunity to grow and be challenged, and to be part of a vibrant campus life, our people enjoy a range of rewarding benefits:

• Flexible working arrangements, generous personal, parental and cultural leave
• Competitive remuneration, 17% super, salary packaging and leave loading
• Free and subsidised health and wellbeing services, and access to fitness and cultural clubs
• Discounts on a wide range of products and services including Myki cards and Qantas Club
• Career development opportunities and 25% off graduate courses for staff and their immediate families

To find out more, visit https://about.unimelb.edu.au/careers/staff-benefits .

Be Yourself
We value the unique backgrounds, experiences and contributions that each person brings to our community and encourage and celebrate diversity.  First Nations people, those identifying as LGBTQIA+, females, people of all ages, with disabilities and culturally and linguistically diverse people are encouraged to apply. Our aim is to create a workforce that reflects the community in which we live.

Join Us!
If you feel this role is right for you, please apply with your CV and cover letter outlining your interest and experience.  Please note that you are not required to provide responses against the selection criteria in the Position Description.

We are dedicated to ensuring barrier free and inclusive practices to recruit the most talented candidates. If you require any reasonable adjustments with the recruitment process, please contact us at [email protected] .

Position Description