School Administration Assistant

Job Summary

Our vision is to be a leading public university of technology recognised for our global impact. We are a dynamic and innovative university, ranked by the Times Higher Education as Australia’s top young university, and located centrally in one of the world’s most liveable cities. With a culturally diverse campus life and extensive international exchange and research programs, UTS prepares graduates for the workplaces of today and tomorrow. About Us The UTS School of Mechanical and Mechatronic Engineering is at the forefront of knowledge and innovation, driving research and the development of cutting-edge engineering solutions to meet the demands of future society and industry. As one of the six schools within the Faculty of Engineering and Information Technology, we are dedicated to excellence in research, teaching, learning, education and community external engagement. The School of Mechanical and Mechatronic Engineering conducts world leading research in robotics, advanced manufacturing, and audio, acoustics and vibration. It has a research-intensive culture, with impact evidenced by its strong research collaborations, its history of attracting competitive grant funding, and significant industrial translation of research outcomes. The school provides outstanding learning experiences to produce the next generation of mechanical and mechatronic engineers. It is responsible for the education of approximately 2000 Mechanical, Mechatronic and Robotics Engineering coursework students across undergraduate and postgraduate degrees. About the Team The culture of the Faculty and its Schools is one that balances compliance with policy and procedure with a positive outlook of excellence, connectivity and responsiveness. This position is located in one of the six Schools in the Faculty of Engineering and IT, providing consistent, timely and professional administrative support to academics and students. The ability to flexibly contribute to team-based tasks as well as working on an independent basis is paramount to the role. The incumbent is required to display discretion and professionalism in all dealings, including interactions with internal and external stakeholders and dealing with confidential and sensitive issues and documentation. About the Role The School Administrative Assistant (SAA) is responsible for providing professional administrative support to the Head of School and School Executive, academics and students, as well as supporting the running and maintenance of the School Office. If successful in applying for this role, you will be responsible for: • Providing administrative support to the Head of School and Executive, including managing their diary and schedule.• Coordinating School-based committees and meetings by scheduling, preparing agendas, and taking minutes.• Organizing local and overseas travel and process forms for School approval, ensuring accuracy and policy compliance.• Reconciling credit card statements in accordance with UTS Policy and maintain electronic and hard-copy files.• Assisting academic administration, including managing subject administration, exam processing, and grade uploads.• Offering advice on UTS and FEIT policies, handle casual/sessional teaching staff employment contracts, and manage induction formalities.• Administering financial processes such as purchase orders, accounts payable, and reimbursements, and order consumables.• Managing School office supplies, distribute mail, update noticeboards, and maintain email distribution lists.• Coordinating staff office allocations, maintain School records, organize equipment requests, and oversee facility maintenance. With examples, please outline within your Cover Letter, how you meet the following key selection criteria: 1. Demonstrated ability to take initiative and adopt a proactive approach to problem-solving and decision making.2. Ability to easily build a rapport with colleagues.3. Knowledge or ability to gain knowledge of academic administration processes and procedures, experience in a tertiary setting would be highly desirable.4. Good skills in MS office, including Excel, Word and Outlook. Remuneration & Benefits Base Salary Range: $73,641 to $78,767 pa (HEW 4) This role attracts 17% superannuation (pension) in addition to the base salary. UTS staff also benefit from a wide range of Employee Benefits include flexible work practices, child care centres, generous parental leave and salary packaging opportunities. This position is full-time and appointment will be made on a fixed term basis for 12 months. How To Apply For the full list of the selection criteria and role responsibilities please click the apply link and download the Position Description from the link below. You are required to address the selection criteria in your submission in a separate document. For information to assist you with compiling statements to answer the selection criteria, please visit Answering Selection Criteria Only those applications submitted via the UTS online recruitment system will be accepted. Current UTS employees should apply through their UTS Employee Self Service function. Please ensure that the file name for each document submitted includes IRC2+4421 and your name. Specific enquiries or issues with your application may be directed to the UTS Recruitment Team at recruitment@uts.edu.au Closing Date: Thursday, 5th September 2024 at 11:5+pm (AEST) Applicants must have current and valid work rights in Australia.