Confirmation and Progress Coordinator

From January 2026, our Graduate Research team is centralising HDR (Higher Degree by Research) services across the University. We’re looking for a proactive project coordinator to implement and run improved confirmation and progress processes - so research candidates hit key milestones on time, with clear guidance and great service.

About the role

Based in Graduate Research (Research & Innovation Division), you’ll lead the implementation and administration of new confirmation and progress processes. Your work will ensure HDR candidates meet key milestones and supervisors have the tools and guidance they need.

Key Responsibilities

• Lead implementation of confirmation and progress management processes.
• Create resources and deliver training to support timely milestone completion.
• Improve tracking systems and dashboards for HDR progress.
• Maintain accurate student records and ensure compliance.
• Provide advice and support to supervisors, candidates, and academic leaders.
• Contribute to continuous improvement and key projects within Graduate Research.

This two-year fixed term position is offered on a full-time basis at our Callaghan campus (Awabakal and Worimi land). The role offers hybrid work flexibility in consultation with line manager (up to 40% work-from-home).

About you

You’re organised, proactive, and thrive on improving processes. You’ll also bring:

• A relevant degree and experience in project coordination or administration.
• Strong project management skills and ability to manage competing priorities.
• Excellent communication and stakeholder engagement skills.
• High attention to detail and strong organisational skills.
• Experience driving process improvements and embracing change.
• Commitment to a safe, respectful, and inclusive workplace.

Desirable: Experience with university systems (eCRM, NuStar, TRIM, Power BI, ServiceNow) and knowledge of HDR regulations.

Work rights: You’ll need unrestricted Australian work rights for the duration of the role (visa sponsorship is not available).

Why Join Us?

It’s an exciting time to join the Graduate Research team, with HDR services being centralised to our team from January 2026. We’re building practical, student-focused processes and we’re looking for improvement-minded, capable people to help us lift experience, outcomes and equity.

• Flexibility & balance: Fixed-term contract (Jan 2026 – Jan 2028), 35-hour work week, hybrid work options and family-friendly policies to help you balance work and life.
• Competitive package: $93,929–$100,398 + 17% super + leave loading and broad staff benefits (Generous leave entitlements, EAP and wellbeing programs; discounted parking, Fitness Passport and corporate health; onsite gym/pool, cafés, childcare). Explore our benefits here.
• Connect and make an impact: Build relationships with people across the University, learn about fascinating research projects, and play a key role in helping HDR candidates and staff succeed.
• Own real change: This is a newly created role in a centralised service - shape processes, templates and system improvements.
• Great people, fast pace: High-performing and supportive team.

How to Apply

Click ‘Apply’ to be redirected to our website, where you can review the full Position Description and submit your application. We recommend you review the full position description and selection criteria prior to submitting your application.

Your application should include:

1.    Your Resume (max. 4 pages)

2.    Cover Letter (max. 3 pages). Your cover letter should outline:

• Why you’re interested in the role and the University of Newcastle.
• What you bring to the role (relevant skills, experience, values).
• How you see yourself contributing to the team and/or strategic goals.
• You may also choose to respond briefly to one or more of the key capabilities listed in the position description.

Applications Close: 23 November, 2025 11:59PM (AEDT)

Our University

For 60 years, the University of Newcastle has been dedicated to outstanding education and research. We’re proud to be ranked in the top 1% of universities in the world and in the top 40 universities globally for impact. Across our campuses in Newcastle, the Central Coast, Sydney, and Singapore, the University of Newcastle enrols more than 37,000 students and is one of the region's largest employers.

The University of Newcastle acknowledges the traditional custodians of the lands within our footprint areas. We extend that respect to the homelands of our students and staff. We also pay respect to the wisdom of our Elders past and present. We are fully committed to building on our strengths in Indigenous higher education and providing a supportive space for our Indigenous students, staff and communities.  

We are committed to equity, diversity and inclusion, and we value the unique backgrounds, experiences and perspectives each person brings to our community. Together, we strive to create a culture of belonging where everyone can thrive. We encourage applications from Aboriginal and Torres Strait Islander peoples, women, people with diverse gender identities and sexualities, people living with disability, and those from culturally and linguistically diverse backgrounds.

Contact Us

Position Enquiries: For further information or a confidential discussion, please contact: Kylie Shaw – Dean of Graduate Research - kylie.shaw@newcastle.edu.au 02 4921 6007

Accessibility & adjustments: We are committed to an inclusive and accessible recruitment . If you need adjustments at any stage, please contact Jenny Newell, Talent Acquisition Specialist, jenny.newell1@newcastle.edu.au , +612 4055 0612.

All requests and enquiries will be handled with care and confidence.