Executive Assistant/Department Administrator

Job no: 0037766
Location: Parkville
Role type: Full time; Continuing
Faculty: Faculty of Medicine, Dentistry and Health Sciences
Department/School: Department of Medical Education
Salary: UOM 5 – $76,886 – $88,312 p.a. 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 the Role
The Executive Assistant / Department Administrator is responsible for providing exemplary administrative support to the Head of Department and Department Manager and supporting a range of departmental activities.  The role is responsible for all general administration for the department. In carrying out the duties the incumbent will be required to demonstrate confidentiality, independent judgement and professionalism whilst undertaking a number of concurrent tasks with excellent organisational, prioritisation and time management skills.

Responsibilities include:

• Primary contact person for the Department of Medical Education, handle queries (telephone, written, email, face-to-face) promptly and efficiently, using sound judgment and discretion to resolve routine enquiries, and provide follow-up or redirection of more complex issues
• Providing administrative support to ensure efficient running of the day-to-day activities for the Head of Department

• Undertaking projects and other duties as directed by the Department Manager to support Department administrative functions

About You
You will have a demonstrated ability and experience in providing effective administrative/executive support. You will possess a well-developed level of verbal and written communication skills with the ability to relate effectively with a range of people across all levels of the organisation. Your well-developed organisation and time management skills with an ability to work in a planned and proactive way will be a valuable asset in this role. 

You will also have:

• Previous experience with a broad range of multilayered administrative duties including managing complex travel arrangements, coordinating meetings and providing committee support such as drafting quality agendas, minutes and facilitating the follow up of action items
• Ability to build and maintain effective working relationships with key internal and external stakeholders. The incumbent will possess cross-cultural skills with a strong client-orientated focus.
• High level of proficiency in the use of standard application software such as the Microsoft Office suite and knowledge of university systems

Please note: To be considered for this role you must have current valid work rights for Australia.

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