Administration Assistant

Sydney, Australia
$72,880-$82,467 plus 9.5% Superannuation and annual leave loading
06 Nov 2018
End of advertisement period
28 Nov 2018
Contract Type
Fixed Term
Full Time
  • One of Australia’s leading research & teaching universities
  • Vibrant campus life with a strong sense of community & inclusion
  • Enjoy a career that makes a difference by collaborating & learning from the best

At UNSW, we pride ourselves on being a workplace where the best people come to do their best work.

We shape future cities. Cities that are resilient, informed, healthy and smart – that are connected, green, liveable and inclusive.

About the role

  • $72,880-$82,467 plus 9.5% Superannuation and annual leave loading
  • 12 month Fixed term
  • Full-time (35 hours per week)

This role is responsible for the management of the day-to-day administration of the Faculties academic programs and provision of direct support to the Discipline Directors. The position contributes to the achievement of UNSW Built Environment’s objectives through the effective administration of its undergraduate and postgraduate programs. The main purpose is to reduce the increasingly heavy and complex administrative load that is performed by the Discipline Directors.


  • Design, develop and implement internal office management systems to provide efficient and effective management of meetings, files, telephone correspondence, electronic and paper records, tasks and follow through actions for the Discipline Directors
  • Provide assistance to the Discipline Directors on all administration matters
  • Schedule appointments and maintain diaries for the Discipline Directors Unit
  • Provide general office administration duties including; answering phones, photocopying, and booking rooms, sorting relevant internal/external mail, organising couriers and business-related travel
  • Respond to emails and general enquiries from the Discipline Directors, Students, FBE staff, and members of the public
  • Convene, prepare agenda and take minutes for the meetings as required
  • Acquisition of program resources as directed by the Discipline Directors
  • Draft correspondence on behalf of the Discipline Directors
  • Advise academic staff on administrative procedures and policies
  • Liaise between the Discipline Directors, Faculty staff and the general community on a wide range of program related issues and administrative matters
  • Collate, analyse and prepare statistical and other information for assessment, review and reporting purposes
  • Prepare detailed correspondence, reports and presentations incorporating university policies and procedures as required
  • Design and establish new administrative systems to meet the changing requirements of the Discipline Directors Unit
  • Administrative tasks are dealt with efficiently and effectively within the specified timeframes
  • Advice to students and staff is accurate and adheres to UNSW policies and procedures
  • Administrative projects and research are completed to agreed standards and timeframes 
  • Financial processing is completed within required timeframes and with a high level of accuracy
  • Sessional staff contracts are processed and tracked with a high level of accuracy, and within UNSW HR and Finance policy
  • Database systems are accurately updated and maintained
  • Co-ordinate meetings, workshops and events for programs
  • Co-ordinate Faculty and program functions including; Graduation Exhibitions, Alumni Functions and Industry related events as required
  • Coordinate projects as required by the Discipline Directors
  • Create, and monitor sessional staff contracts using the On-line Built Environment
  • Academic Management System (BEAMS) and provide advice on policy and procedures
  • Maintain sessional staff database
  • Provide a key point of contact (POC) for academic staff and students for enquiries relating to financial systems and processes
  • Monitor, maintain, analyse and prepare reports for the Discipline Directors regarding program budgets and expenditure
  • Processing of financial transactions including staff and student reimbursements, using the Staff Expense Management System, reconciliation of Staff Travel Cards and preparation of L20’s re student field trips
  • Cooperate with all health and safety policies and procedures of the university and take all reasonable care to ensure that your actions or omissions do not impact on the health and safety of yourself or others

You should systematically address the selection criteria listed within the position description in your application. Please apply online - applications will not be accepted if sent to the contact listed.


Steve Lalic Talent Acquisition Consultant


Applications close: 28th Nov 11.00pm

Find out more about working at UNSW at your Faculty/Division web address

UNSW is an equal opportunity employer committed to diversity

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