Position Overview

The Administrative Officer provides administrative support and assistance in the day to day running of the Indigenous Education & Research Centre. The incumbent acts as the first point of contact for administrative enquiries from staff and students, and liaises with the other service entities across the University where needed to ensure a highly effective and efficient service response time at the Centre.

The Administrative Officer also liaises across the Divisions, Colleges and the Graduate Research School to manage the day-to-day appointments, diary, and schedule of the Pro Vice Chancellor (Indigenous Education & Strategy), and three professorial staff at the Centre.

Office of the Senior Deputy Vice Chancellor

The Senior Deputy Vice Chancellor (SDVC) has responsibility for the Academic Divisions, the Division of Research and Innovation, and Australian Aboriginal and Torres Strait Islander affairs at the executive level. The SDVC is the standing deputy to the Vice Chancellor. As the senior officer in the Division of Research and Innovation, the SDVC is responsible for developing and implementing research policy and providing leadership in research.  This involves promoting collaboration with Government, industry, publicly funded research agencies and universities.

Indigenous Education & Research Centre

In collaboration with the University’s divisions, colleges and directorates the Indigenous Education & Research Centre will provide a whole of university approach to our engagement with Australian Aboriginal and Torres Strait Islander students, alumni, staff and communities.

The Centre’s core business focus is to provide leadership and coordination to increase the access, retention and completion rates of Australian Aboriginal and Torres Strait Islander students by creating an inspiring and supportive environment on campus that celebrates the heritage, diversity and achievements of Indigenous people; assisting Indigenous students to confidently participate in the academic and cultural life of the University and delivering a smarter learning support agenda that progresses Indigenous students through to completion of degree programs. It will also be a place where Australian Aboriginal and Torres Strait Islander students, staff and community feel safe and respected.

The Centre will also adopt a progressive curriculum agenda that prepares all students to navigate the complexities of contemporary Indigenous situations in the tropics; design educational experiences that deliver an outstanding experience for all students, with exposure to research, and an engaging campus life; and engage in high quality research, intellectual scholarship, and research training in ways that enhance the traditional knowledge of Indigenous people and sustainable living practices for the tropics.

While the initial focus of the Centre is to consolidate and develop our strengths in Australian Aboriginal and Torres Strait Islander learning, teaching and research within the northern Queensland region, our ambition is to extend the scope and reach to include comparative international studies, with a focus on Indigenous people in the tropics.

Organisational Charts

James Cook University

Office of the Senior Deputy Vice Chancellor

Indigenous Education & Research Centre

Principal Accountabilities

1. Coordinate all front office enquires at the Centre, and liaise with Divisions, Colleges and the Graduate Research School and industry partners to manage the diaries and the day-to-day appointments of the Professorial staff at the Centre.
2. Provide administrative support to all staff, students and visitors to the Centre, including the organisation of travel, accommodation, and IT needs in compliance with the University policies and procedures.
3. Process claims for payment, reimbursements, tutor contracts, and timesheets from casual staff in a timely manner, and assist the professorial staff with their credit card acquittals.
4. Organise the procurement of office materials, manage office stationery and equipment, organise routine maintenance/repair work, maintain the Centre’s Asset register and assist with the management of the office TRIM file system.
5. Assist with the Centre’s communications strategy, the preparation of publication materials for the general public, and the currency of information on the Centre’s Notice Board.
6. Assist the re-development and ongoing management of the Centre Website.
7. Organise meetings, Centre events and functions, arranging videoconference links, rooms, catering, function notices, invitations, RSVPs, guest lists and running sheets.
8. Coordinate staff location and relocation requests through the University portal.
9. Support the University's commitment to the principles of reconciliation, which exemplify respect for Australian Aboriginal and Torres Strait Islander heritage and the valuing of justice and equity for all Australians.
10. Demonstrate a commitment to the University values.
11. 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 5

Generic Accountabilities

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

1. The Administrative Officer 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 Officer 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 Officer 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.

Special Conditions

• This position is a designated position for Australian Aboriginal and Torres Strait Islander people. The successful applicant must be an Australian Aboriginal and/or Torres Strait Islander with culturally relevant expertise and knowledge.
• A current working with children ‘Blue Card’ is a requirement of this position.

Selection Criteria

Selection and appointments will be assessed against selection criteria.

Essential

1. Degree qualification and relevant work experience or an equivalent combination of experience and/or education and/or training.
2. Demonstrated experience in the administration of undergraduate and/or postgraduate academic programs, and in-depth knowledge of university systems that support the management of students and their degree programs.
3. Demonstrated effective written and interpersonal communication skills in dealing with people from a variety of backgrounds with attention to detail and ability to work independently as well as part of a team.
4. Demonstrated experience with relevant computerised systems and/or databases.
5. Demonstrated effective organisational and time management skills with ability to prioritise to meet competing deadlines.
6. Demonstrated excellent customer service skills, utilising problem solving skills to provide information and advice on policies and procedures showing respect and integrity.

Desirable

1. Experience working with Indigenous undergraduate and postgraduate students, and in-depth understanding of the level of difficulties they face when undertaking higher education studies.
2. Knowledge and understanding of national and state policy priorities and programs for Indigenous higher education, including tutoring allowances and scholarship support.