| Position Title: | Office Coordinator |
| Vacancy Reference No: | 28417 |
| Closing Date: | 17 October 2008 |
| Department / Division: | Faculty of Education |
| Campus: | Kelvin Grove |
| Classification/Salary Range: | $45 907 to $51 777 pa (HEW5) |
| Plus Superannuation: | 17% employer contribution |
| Status: | Ongoing |
| Contact Name and Title: | Brigita Zebergs |
| HR Contact and Title: | Emily Paynter, Acting Senior HR Advisor |
Internal Only
Only staff currently on the QUT payroll or engaged at QUT through a temporary agency for a continuous period of three months or more or Aboriginal and Torres Strait Islander people are eligible to apply for the position and should submit an application directly to the QUT Human Resources Department.
DUTY STATEMENT
Purpose of Position
The Office Coordinator provides high level secretarial and personal assistant support to the Executive Dean, FAM and AD (T&L). The appointee will coordinate the day-to-day activities, and provide secretarial and administrative support including management of the Executive Dean’s daily schedule, travel arrangements, and communications; and liaison with internal and external clients as well as general office management and duties. The Office Coordinator will coordinate the work flow in the office.
Organisational Relationships
The Office Coordinator reports formally and directly to the Faculty Administration Manager for performance planning and review and workload management.
Internal
- The position works closely with staff of the Faculty including Heads of School and other Assistant Deans.
- The position also deals directly with other staff of the University on a day-to-day basis in order to coordinate meetings and functions, and manage the flow of email, mail and phone calls.
External
- The position liaises with senior staff of other universities and professionals outside the University including consultants and managers from business and industry. These contacts are essential for maintaining of high level professional liaison for QUT to seek and share information.
Systems knowledge required
- Ability to access databases, internet and systems for the provision of advice to staff, students and the public;
- Advanced knowledge of electronic diary systems;
- Advanced computing skills, including experience with the Microsoft Office suite.
Duties include:
- Develop, implement and maintain systems and processes to ensure efficient operations of the office;
- Provide a high level and confidential secretarial support to the Executive Dean, FAM, and AD (T&L) including:
- Coordination of office workflow, including oversight of the tasks of the Administration Assistant:
- Schedule internal and external meetings as required;
- Liaise with staff across the University and external stakeholders as necessary;
- Organise travel arrangements for staff of the Faculty Office;
- Correspondence, reception and records
- Screen incoming mail and redirect as appropriate. Prioritise incoming mail to ensure timely response to deadlines and following up on requests for information as required;
- Prepare correspondence including transcription of handwritten notes, preparation of drafts of emails, letters and reports, and proofreading of documents;
- Provide advice and make decisions on specific matters;
- Maintain efficient record management system, both electronic and paper-based;
- Screen, redirect and respond to enquiries as necessary.
- Coordination of office workflow, including oversight of the tasks of the Administration Assistant:
- Organise domestic and overseas travel arrangements according to QUT financial practices and prepare itineraries and other documentation as required.
- Coordinate functions on behalf of the Faculty Office including organising hospitality as required.
- Preparation, payment and reconciliation of travel and catering arrangements, orders, invoices and claim forms for the Faculty Office.
- Organisation of visits to the Faculty by industry, government, other tertiary institution representatives and overseas guests, including preparation of itineraries.
- Assist with major projects, such as the organisation of conferences.
- Undertake basic research and investigation in order to provide information or advice on specific issues.
- Maintain database of contacts and be innovative in the use of contact information.
- Provide secretarial support for relevant Faculty meetings, committees and working parties (this function may range from collation and distribution of papers to acting as minute secretary providing full secretarial support).
- Liaise directly with external clients and industry partners regarding specific activities and events.
- 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 completion of an associate diploma level qualification with at least two years work related experience.
- Demonstrated experience in an executive support role within a large organisation.
- Demonstrated written communication skills including the ability to draft a range of correspondence such as letters, memoranda, emails, meeting agendas and minutes with a high degree of accuracy.
- Demonstrated interpersonal skills including the proven ability to liaise effectively with and provide high quality client service to a diverse range of people in a professional manner while maintaining confidentiality and discretion.
- Demonstrated expertise in advanced functions of office technology software applications including word processing, spreadsheets, PowerPoint, e-mail and databases.
- Problem-solving skills, which will enable the appointee to demonstrate reasoning, judgment and analytical skills in the resolving of routine issues.
- Demonstrated knowledge of finance processes and procedures in a large organisation.
- Accountable for complying with health and safety policies, procedures, hazard reporting and safe work practices.
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. 28417 by 17 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.