Project Specialist

Are you an experienced project professional with a passion for people, organisational change and delivering outcomes that make a real difference? We are seeking a Project Specialist to join our high-performing People Experience team, where you will drive and support a diverse portfolio of strategic people projects and initiatives aligned with the University's strategic priorities.

This role offers the opportunity to work across a broad range of projects spanning organisational development, employee experience, workforce capability, process improvement and change management. You'll thrive in a fast-paced environment where no two projects are the same, bringing strong planning, stakeholder engagement and problem-solving skills to deliver successful outcomes.

Working closely with leaders, HR specialists and stakeholders across the University, you will help design, implement and embed initiatives that create positive experiences for our people and contribute to achieving our strategic goals.

We are looking for someone who:

• Has experience supporting and managing complex projects from planning and design through to implementation, evaluation and continuous improvement.
• Can effectively balance multiple priorities, while maintaining a strong focus on quality, outcomes and stakeholder experience.
• Builds productive relationships and works collaboratively with diverse stakeholders to influence, engage and drive successful project outcomes.
• Applies change management, continuous improvement and evidence-based approaches to support sustainable organisational outcomes.
• Uses research, benchmarking, data and insights to inform recommendations, identify opportunities and solve complex problems.
• Enjoys working as part of a collaborative team, while also being confident operating independently and taking ownership of outcomes.

This continuing position is full-time at a Higher Education Worker (HEW) 7 Level and will be based at Callaghan Campus (Awabakal land).

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 create a better future for our community and the world. Underpinned by this vision and our values of excellence, equity, engagement and sustainability, the University of Newcastle's Looking Ahead Strategic Plan 2030 outlines our commitment to delivering an exceptional student experience and serving our communities.

To learn more about our university, visit Our Uni / The University of Newcastle, Australia.

About the Unit

This role sits within the People Experience team in Human Resource Services (HRS), part of the Resources Division. The People Experience team designs and delivers programs, projects and initiatives that support workforce capability, organisational effectiveness and employee experience across the University. As Project Specialist, you will work closely with colleagues across HRS including Talent Acquisition, Learning and Development, HR Advisory, Business Partnering, Health and Safety, Wellbeing and HR Systems, while partnering broadly with leaders and staff across the University to deliver strategic outcomes.

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:

• Remuneration from $107268 p.a. + 17% superannuation
• Flexible working arrangements in line with the University's Flexible Work Policy
• Salary packaging opportunities
• Additional University Holiday days, generous personal leave and parental leave provisions
• Annual leave loading and purchased leave options
• Discounts on health insurance, fitness memberships, software, travel and more
• Access to a range of wellbeing initiatives and support programs

Your next steps

Your application must include:

• Your resume
• A cover letter outlining your motivation for applying for this opportunity (maximum 500 words)
• Responses to the following behavioural questions (maximum 500 words each)

Question 1

Tell us about a project you were responsible for delivering where there were multiple stakeholders with competing priorities or perspectives. How did you build support, manage differing expectations and achieve a successful outcome?

Question 2

Describe a time when you led or supported a significant change initiative. What approach did you take to help people navigate the change, and what did you learn from the experience?

Please upload your cover letter and responses to the questions as one PDF document.

Your cover letter and responses should not exceed 3 pages (approximately 1,500 words).

For specific position enquiries, please contact Carlie McQuillan, Senior Manager People Experience carlie.mcquillan@newcastle.edu.au

Closing date: Sunday 15th November 2026 @ 11:59pm AEDST

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.

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