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Executive Assistant and Project Officer

Camperdown, Australia
$95,860 -$103,341 (pro-rata) + 17% superannuation
Closing date
2 Jun 2024

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Job Details

  • Full time or part time (FTE negotiable for the right candidate) fixed term role for 3 years at Camperdown campus
  • Opportunity to assist Director of SHeLL with a range of operational activities within the School of Public Health
  • Base Salary $95,860 -$103,341 (pro-rata) + 17% superannuation

About the opportunity

Founded in 1930 Sydney School of Public Health is Australia's first and leading school in public health. Each day, our researchers and graduates are tackling global health challenges and striving to improve equity in communities locally and around the world.

The Sydney Health Literacy Lab (SHeLL) is a dynamic research group within the School of Public Health striving to build health literacy skills and capacities in the population and ensure the healthcare environment is sensitive to the needs of the whole community. Read more About the lab - Sydney Health Literacy Lab

As the Executive Assistant and Project Officer you will be the first point of contact for this highly collegiate team and principally provide support to the Director of SHeLL. Your strong administrative and organisational skills will help to coordinate a range of operational activities to assist the Director, Executive Officer, Senior academics and their research teams to successfully meet their goals.

Your key responsibilities will be to:

  • act as first point of contact and conduit for Director and Executive Officer communications analysing incoming correspondence/phone enquiry, initiating appropriate action where possible and/or ensuring the matter is forwarded appropriately to the relevant individual/specialist for resolution
  • provide general administrative support to the Director, Executive Officer and team, including coordinating research meetings, preparing agendas and minutes, diary management, travel and accommodation management
  • provide administrative support and coordinate grant applications including communication with staff preparing applications, proofing and formatting applications, and preparing/finalising submissions consistent with internal Research Office requirements and deadlines
  • coordinates the preparation of progress reports and final reports for funding bodies (such as NHMRC and ARC), including liaising with research investigators to obtain necessary information
  • coordinate payment of invoices, purchasing, Concur transactions, travel coordination, and, in liaison with the School's Finance Officers, produces reports for senior researchers in the team
  • review and update relevant online/web content ensuring that content is relevant and up to date
  • preparation of a regular internal e mail newsletter/ update to Lab staff
  • preparation and e mail distribution of a quarterly newsletter describing Lab activities/ successes to external e mail list.
  • annual report preparation
  • CV and Sapphire updates and maintenance for the Director
  • undertakes ad-hoc projects and other activities

About you

  • excellent interpersonal, verbal and written communication skills with sound negotiating and conflict resolution skills and a demonstrated level of tact and discretion in dealing with day-to-day operational matters
  • ability to work both independently and as part of a team, taking initiative and exercising sound judgement in resolving matters that may arise as part of normal daily work
  • strong problem-solving skills and the ability to use initiative and exercise sound judgement and ability to prioritise workload during busy periods
  • experience in developing and working on research projects, including ethics submissions and grant applications
  • administrative experience in a tertiary organisation, working knowledge of academic institutions, structures and the higher education sector is desirable
  • advanced working knowledge of MS Office; extensive diary management experience and software programs such as Concur, Squarespace and Mailchimp
  • website management and extensive diary management experience will be advantageous.

To keep our community safe, please be aware of our COVID safety precautions which form our conditions of entry for all staff, students and visitors coming to campus.

Sponsorship / work rights for Australia

Please note: Visa sponsorship is not available for this position. For a continuing position, you must be an Australian or New Zealand citizen or an Australian Permanent Resident.

Australian Temporary Residents currently employed at the University of Sydney may be considered for a fixed term contract for the length of their visa, depending on the requirements of the hiring area and the reasons for the position.

Pre-employment checks

Your employment is conditional upon the completion of all role required pre-employment or background checks in terms satisfactory to the University. Similarly, your ongoing employment is conditional upon the satisfactory maintenance of all relevant clearances and background check requirements. If you do not meet these conditions, the University may take any necessary step, including the termination of your employment.

EEO statement

At the University of Sydney, our shared values include diversity and inclusion and we strive to be a place where everyone can thrive. We are committed to creating a University community which reflects the wider community that we serve. We deliver on this commitment through our people and culture programs, as well as key strategies to increase participation and support the careers of Aboriginal and Torres Strait Islander People, women, people living with a disability, people from culturally and linguistically diverse backgrounds, and those who identify as LGBTIQ. We welcome applications from candidates from all backgrounds.

How to apply

Applications (including a cover letter, CV, and any additional supporting documentation) can be submitted via the Apply button at the top of the page.

For employees of the University or contingent workers, please login into your Workday account and navigate to the Career icon on your Dashboard. Click on USYD Find Jobs and apply.

For a confidential discussion about the role, or if you require reasonable adjustment or any documents in alternate formats, please contact Deepna Chand, Recruitment Operations on .

The University reserves the right not to proceed with any appointment.

Click to view the Position Description for this role.

Applications Close

Sunday 02 June 2024 11:59 PM


The University of Sydney was established in 1850 and is consistently recognised, both locally and internationally, for its outstanding teaching and research excellence. Sydney alumni include Prime Ministers, Governor Generals, Nobel Prize winners and leaders in every field of endeavour.

The University offers a comprehensive range of courses, including a number of disciplines unique in Australia. Teaching is spread across nine different state-of-the art campuses, located across New South Wales.

The University of Sydney’s commitment to excellence in research has resulted in an outstanding record in national competitive funding and underpins an approach to teaching which has won nominations for excellence and resulted in high student satisfaction ratings. The University has 78 research centres and institutes and is home to three ARC Centres of Excellence.

The teaching, research and cultural life of the University is supported by extensive facilities, including the largest library collection in the Southern Hemisphere, the world-class Nicholson Museum of archaeological antiquities, the Macleay Museum of natural history and ethnographic collections and the University Art Gallery. Its outstanding sporting and recreation facilities provide a training centre for students and Olympic athletes.

The University of Sydney is a key member of the Group of Eight Australian major research-intensive universities, and the Worldwide Universities Network.


The University of Sydney has nine official campuses.

1.         Camperdown/Darlington Campus.

2.         Cumberland Campus. Home to the Faculty of Health Sciences (based in Lidcombe).

3.         Mallett Street Campus. Home of the Sydney Nursing School.

4.         Sydney Conservatorium of Music Campus. In Macquarie Street, central Sydney.

5.         Rozelle Campus. Home to Sydney College of the Arts.

6.         Surry Hills Campus. Home to the Faculty of Dentistry.

7.         Camden Campus. Contains facilities connected to the Faculty of Veterinary Science and the Faculty of Agriculture and Environment.

8.         Burren Street Campus. Facilties are currently under development.

9.         Sydney Medical School campuses. These include the School of Rural Health (in Dubbo and Orange), the Royal Prince Alfred Hospital, Concord Hospital, Westmead Hospital, the Children’s Hospital at Westmead, Nepean Hospital, Northern Clinical School, Sydney Adventist Hospital, Broken Hill University Department of Rural Health, and Northern Rivers University Department of Rural Health.


The University of Sydney has 16 faculties.

1. Agriculture and Environment

2. Architecture, Design and Planning

3. Arts and Social Sciences

4. Business (Business School)

5. Dentistry

6. Education and Social Work

7. Engineering and Information Technologies

8. Health Sciences

9. Law (Sydney Law School)

10. Medicine (Sydney Medical School)

11. Nursing and Midwifery

12. Pharmacy

13. Science

14. Sydney College of the Arts

15. Sydney Conservatorium of Music

16. Veterinary Science

Number of Employees

Full-time employees: 7616

For more information, please visit:

Company info
+(61) 2 9351 2222

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