Executive Officer

• UQ Library

• HEW level 7

• Continuing position

• Closing date 22 November 2022 at 11.00pm AEST (R-17544) 

About This Opportunity  

We are seeking an experienced and proactive Executive Officer, capable of delivering exceptional administrative and business functions to the University Librarian in relation to the University Librarian’s role and responsibilities, and key internal communication and administrative functions.

The successful candidate will be able to anticipate, initiate and manage administrative activities, and be adept at working both autonomously and as part of a high performing team. The role requires exceptional communication and organisational skills, impeccable attention to detail and the ability to prioritise activities and tasks to meet deadlines.

Duties

Duties and responsibilities include, but are not limited to:

• Identifying emerging trends and undertaking background research for matters handled by the University Librarian, and preparing draft reports, submissions, briefing notes, correspondence, announcements, and presentations

• Supervising and coordinating the efficient and effective administrative functioning of the University Librarian’s Office

• Working autonomously to anticipate, initiate and manage administrative and business requirements which support the University Librarian’s Office

• Applying specialist knowledge when planning and implementing administrative and business systems, processes and protocols

• Coordinating a wide range of committee and governance activities, including the implementation of governance and committee structures, protocols and operating procedures

• Identifying and building relationships with a wide range of internal and external stakeholders to support the operational outcomes of the Office of the University Librarian

• Providing high-level administrative and business policy and planning advice to stakeholders, as relevant to the role and function of the office

• Designing, implementing, documenting and reviewing procedures which accord with policies, procedures, regulatory and legislative requirements

The position holder will co-operate with team members and Library staff, sharing relevant information and seeking information from others as required. 

The expectations for behaviour and ways of working are set out in the UQ Library Way  and Essential Behaviours  

Other

Ensure you are aware of and comply with legislation and University policy relevant to the duties undertaken, including but not exclusive to:

• the University’s Code of Conduct

• requirements of the Queensland occupational health and safety (OH&S) legislation and related OH&S responsibilities and procedures developed by the University or Institute/School

• the adoption of sustainable practices in all work activities and compliance with associated legislation and related University sustainability responsibilities and procedures

• requirements of the Education Services for Overseas Students Act 2000, the National Code 2007 and associated legislation, and related responsibilities and procedures developed by the University

  

Organisational Relationships

The position reports to the Associate Director, Office of the University Librarian (OUL), and works closely with the University Librarian, senior Library staff, and colleagues in the OUL. The University Librarian’s Personal Assistant will report to this position.

 About the Library  

The UQ Library makes information and environments accessible, for teaching and learning, research, inspiration, and enjoyment. The Library aims to equip students for success in a complex information society and digital world. There are 11 libraries across UQ which are busier than ever, there were 6.33m visits to UQ Libraries in 2021. A recent master planning project has demonstrated the need for more and improved study spaces. Digital collections and services continue to be in high demand, and our research support services are sector leading.

  

About You 

• A degree with at least 4 years subsequent experience, or extensive experience in administrative fields, or an equivalent combination

• Demonstrated skills in providing a high level of service to support a senior manager within a large and complex organisation, including effective interpersonal skills with staff at all levels

• Highly effective organisational and time management skills, with a demonstrated ability to set goals, develop priorities, meet deadlines and manage multiple tasks effectively

• The ability to work independently and exercise initiative

• Demonstrated ability to understand and apply a range of rules, policies and processes within the University and Library contexts

• Working knowledge of University administrative systems, policies and procedures, or the capacity to rapidly acquire this knowledge

• A high level of IT user proficiency, including online meeting tools (Teams, Zoom), office applications and email

• High level business and administrative skills

• Supervisory skills

Please note:

The University of Queensland Library reserves the right to transfer staff to any of its services.

What We Can Offer 

This is a full-time, continuing position at HEW Level 7.

The full-time equivalent base salary will be in the range $90,538.40 to $98,719.38 plus super of up to 17%. The total FTE package will be in the range $105,929.92 to $115,501.67 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 Penny Whiteway at p.whiteway@library.uq.edu.au or (07) 3443 3015.

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 (max. 1 page)

• Written response to the ‘About You’ section (max. 2 pages)

• Resume 

Please note that you will be asked to add all documents into the one upload box during 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.  

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.