About Flinders

Our bold vision, captured in our Strategic Plan: making a Difference: The 2025 Agenda, is to be internationally recognised as a world leader in research, an innovator in contemporary education, and the source of Australia’s most enterprising graduates.

To realise this ambition, we recently made a significant organisation change to a six College structure with a professional staff and services alignment.

We recognise the key to our success is exceptional people and we’re seeking an outstanding individual to join the team of our transformed university.

Employment Type:
Continuing

Position Summary

Availability
Continuing | Full-Time

Compensation Grade
Higher Education Officer Level 7

Salary
$90,063 p.a. plus 17% Super

Reporting to
Executive Officer
Deputy Vice-Chancellor (Students)

Under broad supervision, the Executive Assistant and Project Officer is responsible for coordinating a range of complex administrative and organisational tasks and functions, for and on behalf of, the Deputy Vice Chancellor (Students).

A key focus of the role is to provide tailored executive support for the Deputy Vice Chancellor (Students) to ensure efficient functioning of the individual by providing logistical organisation, research and project coordination, and management of communication flow.

The role requires initiative, forward thinking and the ability to work in an autonomous fashion. The incumbent will require strong interpersonal skills, building networks and strong relationships across the University, as well as the need to gain knowledge of the policies, practices, and protocols of the University.

Key Position Responsibilities

The Executive Assistant and Project Officer will be accountable for:

• Providing tailored executive assistance to the Deputy Vice Chancellor (Students) in a timely and effective manner, including but not limited to: 
  • extensive email and calendar management;
  • complex travel arrangements;
  • human resource and financial administration;
  • meeting organisation, ensuring the DVC is well prepared with information, paperwork and associated documentation relating to meeting attendances; and that meeting rooms are set up appropriately;
  • coordinating information flow within the Portfolio;
  • researching, preparing, editing, and distributing professional-standard written material, including correspondence, proposals, reports, and presentations;
  • organising a range of events, conferences, functions, and special events on behalf of the Portfolio.
• Coordinating incoming and outgoing communication on behalf of the Deputy Vice Chancellor (Students) ensuring matters are progressed and resolved in a timely and efficient manner and in accordance with relevant University policies, practices and protocols including:
  • responding to enquiries by progressing directly, by referral or managing autonomously where appropriate;
  • initiating communication;
  • investigating, analysing and risk assessing information followed by providing advice and recommendations on high level matters;
  • managing highly confidential and interpreting politically sensitive material;
  • coordinating the progress of matters, tracking responses, and initiating follow-up action; and
  • ensuring that all records are maintained and up-to-date.
• Providing project coordination and high-level administrative support to help facilitate executive-led projects in promotion of Portfolio priorities.
• Undertaking research and analysis across a broad range of issues and providing briefings and reporting to the Portfolio Leadership Team in relation to active and planned initiatives.
• Adopting a high-quality and consistent approach, utilising University systems, tools, and processes to optimise delivery of agreed outcomes, contributing to the development and improvement of administrative systems, processes and practices operational requirements that support the operations of the Portfolio leadership team.
• Providing executive support for staff meetings and committees and/or working parties when required. This includes scheduling, managing diaries, preparing agendas, taking minutes and undertaking follow up work as required.
• Providing guidance and mentorship to Portfolio Support Officers.
• Any other responsibilities in line with the level of the role as assigned by the Supervisor and/or the University.

Key Position Capabilities

• Relevant experience and/or education and/or training in providing executive support.
• Well-developed to high-level written communication skills with capacity to prepare correspondence, agendas, minutes, briefs, and other documents and respond to enquiries autonomously.
• Strong, effective, and diplomatic interpersonal and oral communication skills and the ability to relate to a wide range of staff at all levels.
• Demonstrated experience in the provision of high-level administrative services, including an ability to use judgement, initiative, and confidentiality to ensure high-level support for the activities of Senior Management.
• Demonstrated experience in managing or coordinating projects.
• Demonstrated commitment to high quality outcomes, including an attention to detail, the ability to collate and analyse information from a wide range of sources, and an ability to relate tasks to the wider context.
• Demonstrated experience in organising and administering events or functions.
• Significant to high level problem-solving capabilities and the ability to work with broad supervision to determine and prioritise tasks and meet deadlines.
• General to Broad knowledge of contemporary administrative systems, software and practices, and experience in interpreting and applying a range of relevant policies and procedures within a large and complex organisation.

Prescribed Conditions for Employment

• Flinders University has introduced a COVID-19 Vaccination Policy that requires all new staff members to be up to date with their COVID-19 vaccinations, subject to medical exemptions. 

How to Apply

Please review the Key Position Capabilities of the Position Description and submit a Suitability Statement of no more than 3 pages addressing the criteria. Applications without a Suitability Statement may not be considered. For more information, please see our How To Apply page.

For more information regarding this position, please contact: Anthony Hails.

Information for Applicants:

A valid National Police Certificate which is satisfactory to the University will also be required before the successful applicant can commence in this position.

We are seeking to increase the diversity to improve equal opportunity outcomes for employees, and therefore we encourage female applicants, people with a disability and/or from Aboriginal or Torres Strait Islanders descent to apply.

Please note, late applications and applications sent via agencies will not be accepted.

Applications Close 11:59 pm:

09 Oct 2022