The Brisbane Graduate School of Business is seeking a client-focused colleague with high-level interpersonal skills to join our dynamic team.
| Position Title: | School Administrative Assistant |
| Vacancy Reference No: | 28424 |
| Closing Date: | 24 October 2008 |
| Department / Division: | Brisbane Graduate School of Business |
| Campus: | Gardens Point |
| Classification/Salary Range: | $42 233 to $44 435 pa (HEW4) |
| Plus Superannuation: | 17% employer contribution |
| Status: | Ongoing |
| Contact Name and Title: | Nora Rendevska-Ryan,
Graduate Studies Administration Manager |
| HR Contact and Title: | Emma Campbell, HR Advisor |
BACKGROUND INFORMATION
Faculty of Business
The Faculty of Business is QUT's largest Faculty, attracting over a quarter of the University's enrolments, and is also one of the largest business faculties in Australia. Through various collaborations with industry and professional bodies, the Faculty is a key player in the business community with extensive local and international links.
The Faculty of Business has achieved international recognition with the world’s leading accrediting bodies – AACSB, AMBA and EQUIS - for the quality of its degree programs and has a philosophy of continuous quality improvement. In keeping with this the Faculty is committed to the provision of high standards of service in the delivery of its teaching, research and executive education activities. Staff are expected to maintain a culture of continuous improvement of service delivery across the Faculty. This is maintained by meeting targets for performance and improvement. Staff are encouraged to participate in collaborative relationships across the Faculty and to find and share good practice in the execution of their duties so that they add value to theirs and the client’s experience.
Brisbane Graduate School of Business
The Brisbane Graduate School of Business (BGSB) is responsible for the administration, coordination and delivery of high quality postgraduate coursework programs offered by the Faculty of Business.
DUTY STATEMENT
Purpose of Position
The School Administrative Assistant provides a key first point of contact for clients of the Brisbane Graduate School of Business. As such, the position is pivotal in providing quality client service by responding effectively to queries and ensuring that clients are referred to relevant staff members as appropriate. The position also provides a significant range of administrative support services to the Director of Graduate Studies and the Graduate Studies Administration Manager.
Organisational Relationships
The position is located in the Brisbane Graduate School of Business within the Faculty of Business, and reports to the Graduate Studies Administration Manager on a day-to-day basis for performance planning and review and workload management. The position will interact with current and prospective students, academic and professional staff and liaise with other faculties and divisions within QUT and external organisations.
Duties include:
- Respond effectively and promptly to email, telephone, fax and in-person enquiries. This includes the provision of routine advice on the School’s activities as well as the referral of enquiries to specialist academic and professional staff as appropriate.
- Provide administrative support to the Director of Graduate Studies and the Graduate Studies Administration Manager. This includes:
- Scheduling meetings and maintaining diaries.
- Managing incoming and outgoing correspondence, including drafting of routine correspondence.
- Preparing documents, spreadsheets and presentations using the Microsoft Office suite of programs.
- Establishing databases to record information.
- Maintaining appropriate electronic and paper based records systems.
- Organising events and functions.
- Photocopying.
- Arranging hospitality.
- Preparing and compiling papers for Committees and other meetings.
- Processing claim forms, petty cash and other routine financial transactions.
- Liaising with staff across QUT to obtain data and other information.
- Assist with the organisation of the new student Orientation Programs and Graduand functions for MBA students.
- Provide administrative support to the student and program administration areas of the School in times of high workload including photocopying, scanning, mail outs, word processing and filing.
- Act as the School’s phonebook administrator and provide updates to relevant directories.
- Order and maintain office stationery and consumable supplies and ensure that office equipment is in good working order.
- Distribute mail to staff including arranging courier services and receiving delivery of goods and parcels.
- Monitor usage of the School’s facilities including breakout rooms and look after the maintenance of equipment and facilities in student study areas.
- Contribute to the achievement of a positive and effective team environment by participating in work area goal setting and service improvement planning.
SELECTION CRITERIA
Essential:
- Education, training and/or relevant experience equivalent to completion of an associate diploma qualification in conjunction with relevant experience.
- Demonstrated high-level interpersonal skills to provide high quality service to a wide range of internal and external clients and provide information and advice in a professional manner.
- Demonstrated ability to problem solve and use judgement and reasoning in interpreting situations and providing accurate and consistent advice.
- Demonstrated written communication skills with the ability to draft routine correspondence.
- Demonstrated ability to prioritise tasks and meet competing deadlines to achieve positive work outcomes in a client focussed environment.
- Proven ability in word processing, spreadsheet and database applications, preferably the Microsoft suite of products, together with experience in email, web and Outlook diary.
- Demonstrated ability to work both independently and to contribute effectively as a team member.
Desirable:
- Previous experience in a tertiary education environment.
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. 28424 by 24 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.