Administrative Assistant

• Deliver high level support at the heart of University leadership
• Work for an ambitious institution driving positive change through world-class education and research
• Dynamic and fast-paced environment, offering diverse exposure
• Full time Fixed Term until August 2027

Are you an experienced administrative professional who thrives in fast-paced, high-stakes environments? Do you bring a polished presence, attention to detail, and an innate ability to anticipate needs before they arise? Join the Office of the Vice-Chancellor and make your mark supporting executive leadership at one of Australia’s leading universities.

The Role

This is not your average admin role. As the Administrative Assistant in the Office of the Vice Chancellor, you’ll work closely with the Executive Assistant to the Vice-Chancellor, providing high-level administrative and executive support in a role that requires maturity, professionalism, and discretion.

From being the welcoming face at our executive reception to coordinating complex meetings and managing high-profile correspondence, this role demands strong organisational capability, exceptional stakeholder engagement, and confidence in handling sensitive information.

Be the first point of contact for prominent visitors to the OVC, providing an outstanding visitor experience.

• Support diary and meeting coordination
• Assist with executive functions and forums,
• Manage communications and divisional support
• Support travel and financial processing
• Support projects and process improvement initiatives

About you

This role is best suited to someone with:

• Demonstrated experience in administrative support roles, ideally within a large or complex organisation.
• A polished and professional communication style, with the ability to confidently engage with senior internal and external stakeholders.
• Proven capability to manage multiple priorities, work under pressure, and apply strong judgement and discretion.
• High attention to detail, a proactive mindset, and a genuine commitment to providing exceptional service.
• Strong IT proficiency (Microsoft 365 essential), and experience with records management systems (such as TRIM) and finance or travel platforms is highly desirable.

This fixed term position is full time at a HEW 4 Higher Education Level until August 2027 and will be 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 2020-2025 outlines the University’s commitment to delivering an exceptional student experience and serving our communities. 

For more information click here – Our Uni. 

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 pro-rated from $74,491-$ 80972 p.a. + superannuation and is commensurate with skills and experience
• Flexible working arrangements (in line with the University’s Flexible Work Policy
• 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 attached job description.

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).

For specific position enquiries, please contact, Keryn Stewart, Chief of Staff on (02) 4921 7321 or via email Keryn.Stewart@newcastle.edu.au

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

Closing date: Monday 29th June 2026 at 11.59pm AEST

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

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.

The University of Newcastle is committed to equity, diversity and inclusion. We value the unique backgrounds, experiences and perspectives each person brings to our community and 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.