We seek an experienced, organised and enthusiastic person with high level executive support and well developed communication and interpersonal skills to support Institute Domain Leaders.
| Position Title: | Administration Assistant (Domain Leaders Support) |
| Vacancy Reference No: | 28383 |
| Closing Date: | 3 October 2008 |
| Department / Division: | Institute of Health and Biomedical Innovation (IHBI) Directorate |
| Campus: | Kelvin Grove |
| Classification/Salary Range: | $42 233 to $44 435 pa (HEW4) |
| Plus Superannuation: | 17% employer contribution |
| Status: | Ongoing appointment |
| Contact Name and Title: | Ms Radka Preclikova, Manager, IHBI Research Administration Services |
| HR Contact and Title: | Silke Morrison, Senior HR Advisor |
DUTY STATEMENT
Purpose of Position
The Administrative Assistant will provide high level administrative support to the Institute of Health and Biomedical Innovation’s (IHBI) five Domain Leaders and other senior IHBI members (as specified from time to time) under the leadership of the Research and Administration Services Manager. The position will be located at QUT’s Kelvin Grove Campus in the IHBI headquarters. On occasions and as required, the position also provides back up support for the IHBI Reception and back-up support for delivering IHBI building induction sessions.
Organisational Environment
The Institute of Health and Biomedical Innovation (IHBI) is an interdisciplinary research organisation offering an entrepreneurial environment which combines the strengths of QUT’s Health, Science, and Built Environment and Engineering Faculties based in a purpose built research facility in the Kelvin Grove Urban Village. IHBI is a dynamic research facility involving over 700 researchers with facilities including laboratories, seminar rooms and incubation space for start-up companies.
Areas of research include: Human Health and Wellbeing; Medical Devices; Cells and Tissue; Tropical Crops and Biocommodities; Vision Improvement; and Injury Prevention and Rehabilitation.
IHBI’s vision is to create an open, collaborative environment fostering real biomedical and health innovation and excellence. Commercialisation goals are to develop specific products and services that are highly competitive in the international market place. Social impact goals include community, education, implementation of health innovations and partnerships.
The Administrative Assistant plays an integral part in delivering this vision as a part of the Operations Group which is responsible for the development, implementation and provision of administrative, finance, development, business communications, operational and IT support to the researchers, students and professional staff of IHBI.
Organisational Relationships
The Administrative Assistant position reports directly to the Research and Administration Services Manager, for the purposes of Performance Planning and Review and for the day to day operations. The position will have regular contact with a diverse client group including external visitors. The position will also liaise daily with other administration staff in the IHBI Directorate, and Faculty and Divisional staff.
The Administrative Assistant in the Research & Administration Services Team is expected to develop and maintain professional relationships within IHBI, as required to carry out the duties of the position effectively, including: IHBI members on all campuses; nominated Domain Leaders and Professors for whom support is provided; and the IHBI Operations Group. The Administrative Assistant will also need to develop key relationships with support staff from the Division of Research and Commercialisation, and support staff in other divisions and faculties. At times, contact with external organisations will also be required.
Duties include:
- Provide administrative support to the IHBI Domain Leaders and specified senior IHBI members including a high standard of word processing, responding to general enquiries via telephone, email and in-person, coordination of in-coming and out-going mail, maintaining manual and electronic record keeping systems for administration and research purposes, photocopying, scanning, collating and other general clerical duties.
- Prepare documents including reports, submissions, procedures, letters, agendas, minutes of meetings, post-meeting action lists, spreadsheets, flyers and presentations using intermediate/advanced functions of software packages including Microsoft Office (MS Word, MS Excel, MS Access, MS PowerPoint), Adobe Acrobat, and Outlook Email and Calendar.
- Coordinating Domain specific applications for funding to support travel and other research related activities and small grants
- Provide committee support to the IHBI Domain Steering Committee, IHBI Research Committee and other Committees including preparation and distribution of agendas and relevant documents, minute taking, and compilation and distribution of follow-up actions.
- Coordinate Outlook Calendar entries for multiple senior IHBI members, including arrangement of meetings for multiple attendees (internal and external).
- Coordinate travel arrangements for multiple senior IHBI members including itineraries, airfares, car hire, accommodation, taxis, and conference registrations.
- Organise Domain events and functions including venue bookings, invitations, equipment hire, catering, visitor parking, promotional material development and distribution.
- Assist with organising the annual ihbi Postgraduate Student Conference
- Prepare, reconcile and process travel and catering arrangements, orders, invoices and claim forms, including liaison with the University, Institute and Faculty finance staff as appropriate.
- Assist with the development, implementation and maintaining of processes to ensure efficient office and administrative operations.
- Liaise directly with external and internal clients regarding specific events and activities.
- Assist with guiding visitors to meetings with Domain Leaders within the IHBI building and other campus buildings as required.
- Provide back-up support for the IHBI Reception as required.
- Provide back-up support for the IHBI Building Induction sessions as required.
- Accountable for complying with health and safety policies, procedures, hazard reporting and safe work practices.
SELECTION CRITERIA
Essential:
- Education, training and/or relevant experience equivalent to the completion of an associate diploma level qualification in conjunction with relevant work related experience.
- Demonstrated ability to maintain confidentiality, give attention to detail, manage time and high volume tasks efficiently and meet tight deadlines within the context of competing demands.
- Demonstrated flexibility to thrive in a dynamic organisational environment and enthusiasm for addressing unexpected challenges on short notice.
- Demonstrated ability to work both as part of a team and independently.
- Demonstrated interpersonal and communication skills in dealing with a wide range of people including senior academics, administrators, students, external clients and the wider community.
- Demonstrated written communication skills including the ability to draft and edit routine correspondence such as letters, and meeting agendas and minutes with a high degree of accuracy.
- Demonstrated computer literacy skills including the ability to use a variety of software packages such as electronic diary scheduler, Microsoft Office applications, Adobe Acrobat, email and internet, together with high level accuracy in keyboard.
HOW TO APPLY
Please provide:
- Application Cover Sheet (doc, 60kb or pdf, 17kb)
- Applicants are encouraged to systematically address the selection criteria.
- Your current resume – including the names and contact details of referees.
Forward your application to jobapplications@qut.edu.au quoting vacancy ref no. 28383 by 3 October 2008.
Prior to submitting your application please review information regarding immigration requirements, workplace health and safety, equal employment opportunity, non-smoking policy and relocation available at
http://www.hrd.qut.edu.au/jobs/information.jsp.
After the closing date, you can check the status of the recruitment process. QUT is an equal opportunity employer and employer of choice for women.