Executive Assistant

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Executive Assistant

Office of the Pro Vice-Chancellor (Engagement)
Appointment: Full-time ongoing appointment
Salary level: University of the Sunshine Coast Classification Level 5
(Salary range A$52,594 to A$59,326 gross per annum plus up to 17 percent employer superannuation contributions)
Supervisor: Pro Vice-Chancellor (Engagement)
Position No: 2006
Reference No: 1329
Closing date: Midnight, Sunday 20 May 2012
**Open to internal applicants only**

Position overview

The Executive Assistant provides administrative and secretarial support to the Pro Vice-Chancellor (Engagement) and is required to work with other staff and consultants within the Pro Vice-Chancellor’s office and elsewhere across the University.

A comprehensive range of duties is required and includes: providing high level office and administrative support, maintaining operational systems and reporting regimes, coordinating and overseeing activities, undertaking general research tasks and projects, preparing presentations, maintaining and reconciling the department’s accounts and submitting budgets, and acting as the interface with internal and external stakeholders, included duties related to the Pro Vice-Chancellor’s connection with the Faculty of Arts and Business.

Duties can include:

1. Ensure the effective and efficient operation of the Office of the Pro Vice-Chancellor (Engagement) by establishing and maintaining high quality systems in a professional and detailed operation. Provide logistical and administrative support in the way of diary systems, meeting organisation, travel arrangements, records systems and word processing. Arrange and provide executive support for meetings and conferences, including co-ordination and distribution of meeting papers, agendas and minute taking.
2. Monitor incoming mail and email, responding or forwarding on to the Pro Vice-Chancellor, where appropriate.
3. Respond professionally to enquiries from, liaise with and receive a broad range of stakeholders including: senior officers of the University, local, state and federal government departments, statutory bodies, other higher education institutions and the private sector, members of the community, visitors, associates and VIPs.
4. Assist in the development and preparation of presentations, submissions, reports and other documents generated by the Pro Vice-Chancellor.
5. Monitor, administer and advise on the Office’s budget to contribute to the successful management and reconciliation of accounts, costs, charges and incomes. Liaise with finance staff in the Faculty of Arts and Business (FAB) and reconcile research and other accounts held by the Faculty. Prepare and input budgetary information and submissions, when required.
6. Identify and implement improvements to operational processes and procedures within the office.
7. Supervise casual staff in the Office of the Pro Vice-Chancellor (Engagement).
8. Promote and contribute to the achievement of the stated goals and objectives of the University and the Office of the Pro Vice-Chancellor (Engagement).
9. Undertake other duties within the range of skills associated with this classification in an evolving environment as required by the Pro Vice-Chancellor (Engagement).

Selection criteria

Applicants need to demonstrate:

1. Education, training and/or experience equivalent to completion of an associate diploma with at least four years’ subsequent relevant experience in an executive support or senior secretarial role within a professional/educational organisation.
2. The ability to manage self and others effectively in order to meet deadlines and prioritise workloads.
3. High level administration, secretarial and office experience and skills including: attention to detail and the ability to identify and prepare information and documents required for meetings and appointments to ensure the Pro Vice-Chancellor is thoroughly briefed and prepared.
4. Sound computer literacy and knowledge of software packages including the Microsoft Office suite and Internet search engines.
5. Sound literacy skills with the ability to draft and edit a wide range of formal documentation.
6. Knowledge of basic accounting practices and some experience in reconciliations and the use of a financial management information system (e.g. Tech One).
7. Effective interpersonal skills including the ability to:
   • liaise confidently and effectively with a diverse range of clients and provide quality customer service
   • use discretion to deal effectively with sensitive information and situations
   • operate effectively within a team environment, and
   • use initiative and operate independently, but judiciously, as required.

Desirable

1. Experience working in a university environment.

More information

Professor Mike Hefferan
Pro Vice-Chancellor (Engagement)
Tel: + 61 7 5456 5028

To apply for this position, go to How to apply