Senior Officer, HDR Admissions and Scholarships

Help Shape the Future of Research

We’re looking for a skilled professional to lead HDR (Higher Degree by Research) admissions and scholarship operations - improving processes, providing expert advice to staff and candidates, and ensuring everything runs smoothly and compliantly across the University of Newcastle’s growing research community.

About the role

Sitting within Graduate Research in the Research & Innovation Division, you’ll coordinate and continuously improve HDR admissions and scholarship processes for domestic and international candidates. You’ll provide clear, timely advice, ensure policy and regulatory compliance (including ESOS and immigration), maintain high-quality data and reporting, and support collaborative service delivery across the HDR lifecycle.

There are no direct reports; however, this role provides operational oversight and guidance to team members involved in HDR admissions and scholarships.

Key Responsibilities

• Lead the coordination of admissions and scholarship workflows, documentation and quality controls
• Provide expert, policy-aligned advice to staff, candidates, agents, sponsors and partners
• Monitor compliance obligations and contribute to guidelines, procedures and service standards
• Maintain accurate data across HDR systems; identify opportunities for automation and improvement
• Contribute to projects that lift service quality, efficiency, and HDR candidate experience
• Facilitate agreements involving students, industry, and global partners where required

This permanent, full-time position is based 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 care about making things work better for people. You’re organised, approachable, and proactive - someone who enjoys building relationships and finding smarter ways of doing things. In addition, you will have:

• Relevant tertiary qualification and substantial administration experience (or equivalent)
• Proven ability to run compliant, efficient operations with a continuous-improvement mindset
• Confident communicator who builds trusted relationships across diverse internal/external groups
• Strong data and systems skills (accuracy, reporting, process optimisation)
• Sound judgement, independence, and the ability to manage competing priorities
• Commitment to equity, inclusion and a respectful workplace culture

Work rights: You’ll need unrestricted Australian work rights (visa sponsorship is not available).

Why join us?

It’s an exciting time to join the Graduate Research team, with the University being increasingly focused on the recruitment and admission of high-quality higher degree research students. We’re building practical, student-focused processes and we’re looking for improvement-minded, capable people to help us lift experience, outcomes and equity.

• Make a visible impact: Shape how future researchers enter and are funded - improving equity of access and the candidate experience.
• Engage across the University: From colleges and research centres to international agents and sponsors, you’ll be the connector who keeps offers and scholarships on track.
• Great colleagues: Join a supportive, high-performing team that values clear communication and continuous improvement.
• Flexibility & balance: 35-hour work week, hybrid work options, and family-friendly policies to help you balance work and life.
• Competitive package: $103,641 - $116,596 plus 17% superannuation+ 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.

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). You cover letter should address the following:

• Why you’re interested in the role and the University of Newcastle.
• Describe an example where you led or improved a complex administrative process, ensuring compliance and efficiency.
• Share how you’ve built effective relationships with diverse internal and/or external stakeholders.
• Outline your experience managing data accuracy and reporting, and any improvements or automation you’ve implemented.
• Provide an example of how you’ve contributed to service or process improvements in a previous role.
• Let us know if you meet any of the desirable criteria for the position.

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 enquiries and requests will be handled with care and confidence.

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