Project and Administration Officer

• Thrive in a collaborative and transparent culture where your input is valued, and teamwork is at the core of every project and initiative.
• Gain valuable experience and expand your skill set through exposure to various facets of administration and library projects
• Experience a warm and welcoming "family atmosphere" within the library, where you'll build meaningful relationships with colleagues who share your passion for supporting staff students and community

Join our vibrant team at the University Library where we are dedicated to creating an engaging and collaborative environment within our library for students, staff, and community. As a Project and Administration Officer, you'll play a vital role in supporting our University Librarian and leadership team in various administrative and project-related tasks. The library prioritises staff learning and development and prides itself on high levels of staff satisfaction and engagement.

Be challenged and imagine with us

This role requires a proactive individual who thrives in a collaborative and busy environment and is passionate about improving business effectiveness and client services within the library. If you are an experienced administrator who enjoys a varied role then this could be the job for you.

Your core responsibilities will include but won’t be limited to:

• Administering HR, Finance, travel and Payroll processes and providing reports to the Manager, Library Business Services.
• Supporting relevant Library committees by preparing agendas, minutes, and actions, coordinating reports and documentation, and scheduling.
• Procuring goods and services for the University Librarian’s Office, tracking transactions and investigating anomalies.
• Managing the day-to-day operational requirements of the University Librarian’s Office and providing administrative support and minutes taking as required.
• Preparing and editing communications, documents, reports, and presentations for the University Librarian.
• Working closely with the Quality and Planning Officer to support the library’s quality framework, project, and continuous improvement toolkits and strategic plan
• Participating in relevant project teams, providing support and input as needed.
• Identifying opportunities to support project monitoring, administrationand communication.
• Assisting the Manager, Library Business Services with team training and development programs and general workforce planning

This Fixed Term position is full time at a HEW 5 Higher Education Level and will be based at Callaghan Campus (Awabakal and Worimi land) until the end of March 2025. It is a face-to-face role requiring you to work on site five days per week.

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 2020-2025 outlines the University’s commitment to delivering an exceptional student experience and serving our communities. 

For more information click here – Our Uni.  

About the Unit

The University Library sits within the Academic Division and plays a pivotal role in supporting the learning and research needs of the UON community. Library staff work in partnership with the University community to provide convenient access to high quality information resources and information management services, tailored programs of student and researcher support, and a first-class learning environment. 

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: 

• The remuneration for this position is from $77,858 - $90,316 p.a. + superannuation and is commensurate with skills and experience.
• 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. 

Become an integral part of our passionate team dedicated to enhancing library services and supporting our staff and students. Apply now and embark on a rewarding career journey with us! 

Your application must include: 

• Your resume
• A cover letter outlining your motivation to apply for this opportunity
• A structured statement addressing each of the Essential Criteria listed below:

1. Demonstrated experience contributing to project teams and providing administrative, project and committee support, including preparing agenda’s, developing reports, drafting presentations and corporate correspondence.
2. Experience with interpreting and applying organisational policies, procedures and processes to operational work requirements, as well as experience taking ownership and driving innovation and process improvement.
3. Demonstrated ability and capacity to deliver outstanding professional support to senior leaders in a large, complex organisation.
4. Highly developed computer skills, including use of Microsoft Office suite and experience in using corporate systems such as financial administration and other software/databases.
5. Demonstrated ability to prioritise work, manage time and workloads, solve problems and maintain attention to detail when managing competing demands from multiple stakeholders.
6. Highly developed interpersonal skills including the ability to participate in a team environment demonstrating clear communication and mutual respect.

 To ensure that your application receives full consideration, it's important to address the selection criteria outlined in the application process. This helps us better understand your qualifications 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). 

For specific position enquiries, please contact Cassie Connor, Senior Executive Officer on 0419608755 or via email Cassie.Connor@newcastle.edu.au

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

Closing date: Wednesday 22nd May 2024 2023 at 11.59pm AEST

We are excited to be Looking Ahead with you