Position Overview

The Administrative Assistant as part of an Administrative support team within a designated College provides administrative support and assistance in the day to day running of the College. The incumbent will respond to queries, organise travel, accommodation, schedule meetings, maintain and process relevant purchasing and travel documentation.

Division of Tropical Environments and Societies

The Office of the Division of Tropical Environments and Societies provides collaborative leadership with the Colleges and ensures that the Colleges are able to deliver the core business of learning and teaching, research and engagement and contribute effectively to the strategic agenda. The Division office drives the strategic objectives of the Division and also services a proportion of College administrative operations.

The Colleges of the Division include:

• Business, Law and Governance
• Arts, Society and Education
• Science and Engineering

College of Science and Engineering

As part of the Division of Tropical Environments and Societies, the College of Science and Engineering promotes, fosters, supports and administers quality teaching and research at JCU in a variety of disciplines. In particular, the College boasts considerable expertise in Aquaculture, Earth Science, Ecology, Engineering, Environmental Science and Management, Marine Biology, the Physical Sciences, and Urban and Regional Planning.

Organisational Charts

James Cook University

Division of Tropical Environments and Societies

College of Science and Engineering

Principal Accountabilities

1. Assist with enquiries, following up with appropriate staff; process and distribute correspondence and support the day to day running of the College.
2. Organise meetings including arranging videoconference links, rooms, catering, function notices, invitations, emails, RSVPs for general College events and functions.
3. Assist the Administrative Officer to coordinate staff appointments and re-appoints including acting as recruitment panel assistant, organising interviews, completing appointment paperwork and monitoring and approving casual staff timesheets.
4. Input data in databases and spreadsheets as well as maintain and file records.
5. Order and maintain office stationery and equipment, organise routine office equipment repairs, assist with MFD, source quotations and enter requisitions for office purchases, organise freight and compete asset register documentation for purchased item.
6. Maintain noticeboards; assist in preparation of publications including newsletters and ensure Discipline and College website information is up-to-date in a timely manner.
7. Book staff, students and visitors travel and accommodation within the college and complete and maintain documentation required for purchasing and travel, process payment requests related to tax invoices for services or goods received.
8. Support the University's commitment to the principles of reconciliation, which exemplify respect for Aboriginal and Torres Strait Islander heritage and the valuing of justice and equity for all Australians.
9. Demonstrate a commitment to the University values.
10. Support the principles of the TropEco program and engage in commitment to JCU sustainability goals and objectives.

Descriptors

There are generic responsibilities that apply to all James Cook University staff.

Your specific level descriptor can be found at:

Professional and Technical

Level 4

Generic Accountabilities

There are generic responsibilities that apply to all James Cook University staff.

1. The Administrative Assistant is required to observe the lawful and reasonable directions, policies and decisions of the University Council, understand and comply with the Enterprise Agreement, the Statutes and Rules of the University, the policies and decisions of the University Council and other appropriate University authorities, as in force from time to time.
2. The Administrative Assistant is required to demonstrate a personal commitment to ensure personal safety and the safety of others and contribute to the continuous improvement of our WHS performance. This includes the effective implementation and compliance with James Cook University WHS policies, procedures and safe systems of work, together with all relevant legislation, duties and obligations. Contribute to the continuous improvement of our WHS performance.
3. The Administrative Assistant is required to exercise proper discretion in all matters affecting the well-being of the University which involve public writing or speaking in accordance with the University’s Code of Conduct.

Selection Criteria

Selection and appointments will be assessed against selection criteria.

Essential

1. Diploma qualification or Certificate IV in business administration or equivalent field with relevant administrative work experience or an equivalent combination of experience and/or education and/or training.
2. Demonstrated effective written and interpersonal communication skills in dealing with people from a variety of backgrounds with attention to detail.
3. Demonstrated experience with relevant computerised systems and/or databases.
4. Demonstrated effective organisational and time management skills with ability to prioritise to meet competing deadlines.
5. Ability to work independently as well as part of a team.
6. Demonstrated excellent customer service skills, utilising problem solving skills to provide information and advice on policies and procedures showing respect and integrity.