Executive Assistant to DVC (Academic)

• Office of the Deputy Vice-Chancellor (Academic)

• HEW level 6

• Continuing position

• Closing date 21 November 2022 at 11.00pm AEST (R-18903) 

About This Opportunity  

The Executive Assistant provides high level executive assistance and administrative support to the Deputy Vice-Chancellor (Academic), as well as providing assistance to other senior officers within the Deputy Vice-Chancellor (Academic) Portfolio. The role is the key contact for students, internal colleagues, and external stakeholders in matters relating to the DVCA.

 Key responsibilities will include: 

• provide high level administrative and executive support to the DVCA in an environment where confidentiality, judgement, professionalism, responsiveness and accuracy are essential;

• manage, prioritise and accurately diarise the commitments of the DVCA to maximise time and output in a demanding work schedule and ensure the DVCA is adequately prepared and briefed;

• assess incoming correspondence and emails, take appropriate action and write replies to routine correspondence on behalf of the DVCA and prepare drafts for consideration on non-routine matters as required;

• ensure compliance with University policies and procedures for documentation, correspondence and matters processed through the Office;

• in consultation with the DVCA and the Director, ODVCA use initiative and judgment to retrieve and disseminate information and coordinate and provide responses and referral of matters as they arise.

• organise and coordinate domestic and international travel requirements for the DVCA and other staff or visitors to the University as required;

• organise events and workshops on behalf of the DVCA;

• work cooperatively and develop networks to liaise proactively and effectively with other administrative and executive support personnel both within the University and external agencies;

• coordinate the annual staff appraisal process for the DVCA, ensuring appropriate documentation is completed and forwarded to HR in a timely manner;

• use University corporate applications, such as UniFi and Workday to oversee and administer the purchase of office supplies and equipment, including requisitions, purchase orders, and invoices, and reconcile credit card accounts in accordance with  University policy for DVCA;

• maintain efficient electronic filing and records management systems for the Office;

• perform other duties as assigned by the DVCA.

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

Office of the Deputy Vice Chancellor (Academic)

The Deputy Vice Chancellor (Academic) is responsible for preserving the University’s commitment to high quality learning and teaching; promoting a culture of excellence across the student experience; leading initiatives aimed at student success and retention, and integration of services for students; and quality standards.

About You

We are seeking a motivated, organised and highly experienced Senior Executive Assistant to provide an exceptional level of executive assistance and administrative support to the DVC (Academic). Candidates require superior interpersonal, communication and senior stakeholder engagement skills as well as the ability to prioritise their own workload and work independently to meet deadlines.

Qualifications

• Completion of a relevant degree and/or substantial administrative experience at a university executive assistant level, or an equivalent combination of relevant experience and/or education and training.

Knowledge, Skills and Experience

• Demonstrated high level administrative skills, including experience in the provision of high-level executive assistance to senior staff and external stakeholders, in a large and busy workplace environment.

• Proven ability to coordinate and manage complex, diverse and competing commitments of a senior executive leader, to maximise time and achieve optimal output, using an electronic diary system.

• Highly developed computer skills and experience with the Microsoft Office suite of programs.

Relevant Personal Qualities

• Highly developed interpersonal skills both written and oral, including the ability to consult, negotiate and liaise effectively with diverse groups within and external to the University and work cooperatively with colleagues across the organization.

• The ability to handle and maintain workplace confidentiality and exercise judgement and initiative.

• Excellent accuracy, analytical skills and attention to detail.

• Demonstrated experience in the preparation and drafting of correspondence and other material such as minutes and undertaking basic research.

• Demonstrated organization, time management and prioritisation skills with the ability to achieve deadlines, including through engagement with senior officers of the University.

• Demonstrated ability to work independently, and within a team environment, using initiative, judgement and discretion and displaying a desire to learn new skills.

• Sound knowledge of university organisation structures and a broad understanding of university corporate systems or a capacity to rapidly gain such knowledge.

What We Can Offer  

This is a full-time continuing position at HEW 6.  

The full-time equivalent base salary will be in the range $82,399.95 to $88,503.79 plus super of up to 17%. The total FTE package will be in the range $96,407.94 to $103,549.43 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 Cordelia Jackson at cordelia.jackson@uq.edu.au .     

For application queries, please contact recruitment@uq.edu.au 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.  

    
To satisfy pre-requisite questions and ensure your application can be considered in full, all candidates must apply via the UQ Careers portal by the job closing deadline or will not be accepted.  
 

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.   

   

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.   

We value diversity and inclusion, and actively encourage applications from those who bring diversity to the University. Our Diversity and Inclusion webpage contains further information if you require additional support. Accessibility requirements and/or adjustments can be directed to recruitment@uq.edu.au .  

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.