Employability Systems Specialist

• Opportunity to directly influence the student experience and help graduates become career ready.
• Join a team committed to delivering outstanding employability outcomes for students
• Enjoy the flexibility, professional development and meaningful work that comes with this role

Be Challenged and Imagine with us

Each year, University of Newcastle students undertake thousands of placement experiences, building the skills and confidence to become life-ready graduates. As our Employability Systems Specialist, you'll be the technical expert who keeps these critical systems running, improving and evolving—helping thousands of students connect with real-world opportunities.

This is a unique opportunity to take ownership of the University's employability platforms, working at the intersection of technology, customer experience and business improvement. You'll lead the governance and optimisation of systems including SONIA, CareerHub and enterprise level CRM, ensuring they deliver seamless experiences for students, staff and industry partners.

With new opportunities to implement more fit-for-purpose solutions and continually improve processes, you'll influence how employability services are delivered across the University in the future

The Role

In this role you will:

• Lead the administration, governance and continuous improvement of the University's employability systems.
• Partner with Digital Technology Services, vendors and internal stakeholders to deliver reliable, integrated and scalable solutions.
• Analyse business processes and identify opportunities to simplify, automate and enhance the user experience.
• Manage system upgrades, testing, integrations, security and data integrity across multiple platforms.
• Provide expert advice and support for placement systems that enable thousands of student placement activities each year.
• Deliver training, documentation and specialist support that empowers colleagues to confidently use key systems.
• Use data and reporting to inform strategic decisions and improve employability outcomes for students.

This opportunity is ideal for someone who:

• Enjoys solving complex problems and improving the way systems support people.
• Has experience administering or supporting enterprise business applications or CRM platforms.
• Is comfortable managing competing priorities in a fast-paced, high-volume environment.
• Builds trusted relationships with technical teams, vendors and business stakeholders alike.
• Has experience in systems implementation, projects, change initiatives or business process improvement.
• Takes pride in delivering excellent customer service while balancing strategic thinking with operational delivery.

This continuing role is full time at a HEW 7Higher Education Worker Level and is located at Callaghan Campus

About our University

The University of Newcastle stands as a global leader distinguished by a commitment to equity and excellence. Our vision is to be a world-leading University for our regions and creating a better future for our regions and the globe. Underpinned by this vision and our values of excellence, equity, engagement and sustainability, the University of Newcastle’s Looking Ahead Strategic Plan 2030 outlines the University’s commitment to delivering an exceptional student experience and serving our communities. 

For more information click here – Our University. 

What we offer

In addition to working for a university that is breaking boundaries, discovering new ways of thinking and cementing a place as a global leader, we offer a range of benefits to our employees to ensure you balance your commitments, stay healthy and work effectively. 

These include: 

• An FTE equivalent remuneration of $103641 - $116596 + superannuation and excellent employment conditions in line with University of Newcastle professional staff conditions.
• Flexible working arrangements (in line with the University’s Flexible Work Policy
• 35 hour week
• 17% super and salary packaging
• Additional University Holiday days, generous personal leave and parental leave, annual leave loading and additional purchased leave scheme
• Discounts in private health insurance, gym memberships, software, travel and more
• Wellbeing programs

Your next steps 

Please visit here for a guide on how to apply for a role. 

If viewing this on a job board other than the University's please click ‘Apply’ to reach the University's website, where a copy of the Position Description can be accessed. Please download a copy before commencing your application. 

Your application must include: 

• Your resume
• A cover letter outlining your motivation to apply for this opportunity
•  A statement addressing the Essential Criteria listed in the job description demonstrating your qualifications and experience with examples.

To ensure that your application receives full consideration, it's important to structure and address the selection criteria outlined in the application process. This helps us better understand your experience and suitability for the role. We appreciate your attention to this matter and look forward to reviewing your application.

Please upload your Cover Letter and response to the requested Criteria as one PDF document.

Your Cover Letter and Response to the Essential Criteria should not exceed 4 pages (approximately 2,000 words).

Applications for this position will only be accepted from those with Australian residency or a valid work permit. We are unable to offer visa sponsorship for this role. 

For specific position enquiries, please contact Ben Armstrong, Manager, Professional Experience and Systems (02) 4921 7127 or email Ben.Armstrong@newcastle.edu.au

Having Difficulties? Please reach out to us: employment@newcastle.edu.au

Closing date: Thursday 23rd July 2026

Our assessment process

Typically, candidates that progress beyond the shortlist stage can expect to undertake the following (minimum) assessment activities as part of the recruitment process:

• Interview (an ‘in person’ interview will be conducted as part of the process)
• Referee checks
• Pre-employment checks as appropriate to the role

Our University is committed to creating a safe, respectful, and inclusive environment for every member of our community. This commitment is central to our values and our efforts to build a diverse workforce where everyone can thrive. 

As part of this, and in alignment with the National Higher Education Code to Prevent and Respond to Gender-Based Violence 2025, from 1 January 2026, the University will also consider gender-based violence risk factors as part of our recruitment processes. 

The completion and return of the University’s Gender-based Violence Declaration Form will form part of the pre-employment checks for this position and any offer of employment will be conditional upon review by the University. 

Our adherence to the Code is about more than compliance—it’s about living our values. Together, we can ensure our University remains a place where respect, safety, and inclusion are non-negotiable. 

We are excited to be Looking Ahead with you

We are committed to a fair, inclusive, and barrier-free recruitment process. If you require an alternative way to access the Position Description or submit your application, please contact employment@newcastle.edu.au.

Reasonable adjustments are available throughout the assessment and interview process to support all applicants to participate fully.

The University of Newcastle is an equal opportunity employer committed to equity, diversity, and social inclusion. We welcome applications from people of all backgrounds and strongly encourage women and Aboriginal and Torres Strait Islander candidates to apply.