Executive Assistant - School of Chemical Engineering, Faculty of EAIT

University of Queensland
July 18, 2024
Offerd Salary:$5.75
Working address:N/A
Contract Type:Other
Working Time:Full time
Working type:N/A
Ref info:N/A
  • School of Chemical Engineering, Faculty of EAIT

  • Excellent administration and executive support skills

  • Full-time, Permanent position

  • Based at St Lucia Campus

  • About UQ

    As part of the UQ community, you will have the opportunity to work alongside the brightest minds, who have joined us from all over the world.

    Everyone here has a role to play. As a member of our professional staff cohort, you will be actively involved in working towards our vision of a better world. By supporting the academic endeavour across teaching, research, and the student life, you will have the opportunity to contribute to activities that have a lasting impact on our community.

    Join a community where excellence is at the core of our culture, contributions are valued and a range of benefits and rewards are available, such as:

  • 26 weeks paid parental leave or 14 weeks paid primary caregiver leave

  • 17% superannuation contributions

  • 17.5% annual leave loading

  • Access to flexible working arrangements including flexible start/finish times, purchased leave, and a condensed fortnight

  • Health and wellness discounts – fitness passport access, free yearly flu vaccinations, discounted health insurance, and access to our Employee Assistance Program for staff and their immediate family

  • On campus childcare options

  • Cheap parking (from just $5.75 a day)

  • Salary packaging options

  • About the School of Chemical Engineering

    The University of Queensland ranks among the world's top universities, and the School of Chemical Engineering is ranked first in Australia in the 2024 QS World University Rankings by Subject. The School of Chemical Engineering is an international leader in the chemical engineering field with an excellent reputation. Powered by a team of exceptional people, and strengthened by partnerships with industry and alumni, the School of Chemical Engineering creates leaders, thinkers and innovators ready to take on the most pressing engineering challenges of our time. In more than a century of Chemical Engineering at UQ, there has never been a more exciting time than now to join the School of Chemical Engineering.

    Learn more about the School - https: // chemeng.uq.edu.au.

    About This Opportunity

    An exciting opportunity is available for an Executive Assistant supporting the Head of School at the School of Chemical Engineering, Faculty of Engineering, Architecture and Information Technology.

    This is a permanent appointment, and we are seeking a motivated and highly organised multitasker with excellent administration and executive support skills to commence on a full-time, continuing basis.

    Key responsibilities will include:

  • Ensure the smooth running of the Head of School's day- to- day work schedule, including managing the electronic diary; coordinating incoming correspondence & enquiries; scheduling meetings, activities and engagements; and coordinating communications.

  • Manage the travel requirements for the Head of School including preparing travel arrangements & itineraries.

  • Ensure the Head of School is briefed on relevant issues and background information in preparation for meetings.

  • Prepare/assist with drafting, and/or editing various documents including reports, presentations, memos, letters, correspondence and minutes of meetings.

  • Monitor current and future commitments and prioritise workflow for the Head of School office, including liaising with areas to ensure any referred matters are followed up. Your proactive approach will be crucial in handling correspondence and enquiries effectively, ensuring prompt responses and tracking progress.

  • Provide oversight and coordination of information and the day-to-day administrative flow with the relevant areas, including ensuring financial and HR processes and approvals are actioned correctly and according to policy.

  • Support efficient processing of documentation for Head of School signing, by ensuring all relevant documents and information are provided.

  • Support the Head of School by coordinating several academic staff HR processes, such as annual performance discussion, promotion/review, volunteers and visitors.

  • Support visitor and unpaid appointments and coordinate the application process.

  • Provide secretarial support to nominated committees and formal meetings, including arranging meetings, preparing agendas and drafting minutes.

  • Proactively plan, coordinate and support relevant school events, and their logistical details.

  • Use initiative and judgment to liaise effectively with members of University Executive, members of external organisations, government officials, industry and School professional and academic staff, and students.

  • Support good school communications by maintaining and auditing email groups and assisting with updating the school website.

  • Participate in local projects and events in support of the School's broader activities, and other duties as required and appropriate to the role and level.

  • Support and contribute to an integrated, cohesive culture across the School.

  • This is a full-time (100%), permanent position at a HEW level 5.

    The full-time equivalent base salary will be in the range $77,396.47 - $86,029.78, plus a generous super allowance of up to 17%. The total FTE package will be up to $90,553.87 - $100,654.84 annually. As these roles are covered by an Enterprise Agreement, you will also receive regular remuneration increases in line with the Enterprise Agreement.

    About You

    We are seeking a motivated, organised and experienced Executive Assistant to provide a high level of executive assistance and administrative support to the Head of School of Chemical Engineering. Candidates require previous administrative, executive support or secretarial experience; excellent interpersonal and written communication skills and the ability to prioritise their own workload and work independently to meet deadlines.

  • Completion of a relevant degree and/or substantial administrative and secretarial, executive or personal assistant experience at a large organisation; or an equivalent combination of relevant experience and/or education/training.

  • Excellent interpersonal skills, including the ability to communicate effectively and respectfully with diverse groups within, and external, to the School and University.

  • Excellent organisational skills with the ability to prioritise competing work demands, to work under pressure and to meet deadlines while maintaining accuracy and attention to detail.

  • Ability to work independently and use initiative demonstrating problem solving strategies.

  • Excellent written communication skills with experience in preparing documents with a high level of accuracy.

  • High level of computer proficiency across a range of applications including the Microsoft Office suite, and the capacity to acquire knowledge of UQ systems.

  • Proven ability to handle and maintain workplace confidentiality, exercise initiative and judgement.

  • Commitment to upholding the University values, and with the outstanding personal qualities of openness, respectfulness and integrity.

  • Knowledge of the University's administrative systems, policies, procedures and practices or an ability to rapidly acquire such knowledge, would be advantageous.

  • Prior experience in an executive support role would be advantageous.

  • In addition, the following mandatory requirements apply:

  • Work Rights: You must have unrestricted work rights in Australia for the duration of this appointment to apply. Visa sponsorship is not available for this appointment.

  • Background Checks: All final applicants for this position may be asked to consent to a criminal record check. Please note that people with criminal records are not automatically barred from applying for this position. Each application will be considered on its merits.

  • Questions?

    For more information about this opportunity, please contact Ms Melanie Gunn via [email protected]. For application queries, please contact [email protected] stating the job reference number (below) in the subject line.

    Want to Apply?

    All applicants must upload the following documents in order for your application to be considered:

  • Cover letter addressing the ‘About You' section

  • Resume

  • Other Information

    At UQ we know that our greatest strengths come from our diverse mix of colleagues, this is reflected in our ongoing commitment to creating an environment focused on equity, diversity and inclusion. We ensure that we are always attracting, retaining and promoting colleagues who are representative of the diversity in the broader community, whether that be gender identity, LGBTQIA+, cultural and/or linguistic, Aboriginal and/or Torres Strait Islander peoples, people with a disability, or age. Accessibility requirements and/or adjustments can be directed to [email protected].

    If you are a current employee (including casual staff and HDR scholars) or hold an unpaid/affiliate appointment, please login to your staff Workday account and visit the internal careers board to apply for this opportunity. Please do NOT apply via the external job board.

    Applications close on Thursday, 18 July 2024 at 11.00pm AEST (Job Reference Number - R-40003). Please note that interviews have been tentatively scheduled for Friday, 26 July 2024.

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