Jobs and Careers

• Become part of the Australian Antarctic Program Partnership (AAPP)
• Deliver efficient and effective support services to facilitate AAPP’s key objectives
• Part-time (0.6FTE) fixed-term position from September to November based in Hobart

The Administrative Assistant position contributes to the Australian Antarctic Program Partnership (AAPP), a research program funded through the Antarctic Science Collaboration Initiative of the Department of Climate Change, Energy, the Environment and Water.

The AAPP brings together government and non-government entities to deliver and lead a significant part of the national Antarctic science program. The partnership is led by the University of Tasmania, and includes the Australian Antarctic Division, CSIRO Oceans and Atmosphere, Geoscience Australia, the Bureau of Meteorology, the Tasmanian State Government and Australia’s Integrated Marine Observing System.

The Opportunity

The Administration Assistant contributes to the efficient and effective functioning of the Australian Antarctic Program Partnership (AAPP). The Administration Officer will provide a broad range of administrative, financial, human resource, facilities and procedural support services to a number of key stakeholders. The position plays a key role in assisting the Program Leader, Business Manager, Communications and Impacts Officer and other staff members as required, to deliver efficient and effective support services to underpin the key outcomes and objectives of the AAPP.

What you’ll do:

• Provide support and advice based on the interpretation of relevant policies and guidelines, on a range of matters to academic and professional staff and students, ensuring compliance in areas of responsibility.
• Undertake and coordinate the financial and operational requirements of the AAPP, including transaction processing and approval, monitoring and controlling expenditure against available funds as required.
• Under the supervision of the Business Manager, undertake people management transactional activities, including staff and honorary appointments, leave management, position variations and offboarding, working closely with a variety of stakeholders.
• Organise and coordinate project activities including planning and co-ordinating seminars, workshops and conferences, liaising with key stakeholders as required.
• Prepare and distribute invites, agendas and minutes for meetings and committees, and coordinate room bookings and catering for events as required.

What we’re looking for:

• Familiarity with Finance Systems and Processes (e.g PurchaseNow, ProMaster, TechnologyOne, ServiceNow and Travel related systems).
• A good understanding of University’s guidelines and procedures, and the ability to apply policy to routine processes.
• Strong organisational skills with the ability to plan and organise self to ensure timely completion of all tasks, manage competing deadlines, exercise diplomacy and maintain confidentiality.
• Well-developed verbal and written communication skills, with the proven capacity and confidence to build relationships and effectively communicate and negotiate with a diverse range of stakeholders at all levels, and work effectively and sensitively within a team environment.
• A high level of computer literacy, including competence in Microsoft Excel and Word, and in other database operations.
• Completion of a diploma qualification in a relevant area or an equivalent combination of relevant experience and/or education/training.

Remuneration

Appointment to this role will be at HEO 4 and will have a total remuneration package of up to $91,488 pro-rata comprising base salary within the range of $73,814 to $78,195 plus 17% superannuation.

How to Apply

• This vacancy is being advertised internally only in the first instance to current staff.
• In submitting your application, you acknowledge you have/intend to discuss your interest in this vacancy with your current manager and understand they may need to be contacted confidentially by the hiring manager as part of the assessment of your application.
• To apply online, please provide your CV and 1-2-page cover letter outlining your interest in the role, skills, capabilities and experience. You do not need to separately address the success criteria.
• For further information about this position, please contact Andrea Ellston, Business Manager – Australian Antarctic Program Partnership, Andrea.Ellston@utas.edu.au or 03 6226 6274.
• Please visit https://www.utas.edu.au/jobs/applying for our guide to applying and details on the recruitment process.
• Please refer to the Position Description below for full details.

 Position Description - 501176 - Administration Assistant.pdf

Applications close Sunday, 13 July 2024, 11.55pm

To be eligible for this position, you are required to have Australian citizenship, permanent residence or a current valid visa that allows you to fulfil the requirements of this role.