Medical School
Full-time, permanent position.
Base salary will be in the range $89,861 - $96,402 + 17% Superannuation (HEW Level 6)
Based at our Historical Herston Campus
About This Opportunity
We are looking for a driven, organised, and highly skilled Senior Executive Assistant to provide exceptional executive and administrative support to the Dean of The University of Queensland (UQ) Medical School. In this pivotal role, you will serve as a primary point of contact for the Dean's Office, managing sensitive information and data with the utmost confidentiality. Your ability to communicate effectively, build strong relationships, and prioritise tasks in a fast-paced environment will be essential as you independently meet deadlines and manage competing priorities.
As part of the Dean's Office professional team, you will contribute to a culture of continuous improvement and a positive workplace environment. The Medical School values flexibility, offering work arrangements that can be tailored to suit the role and your needs.
Key responsibilities will include:
Managing electronic diaries, including monitoring and arranging the schedule of the relevant individual/s, including coordinating meetings and travel arrangements
Liaising with and responding to a diverse range of stakeholders, including staff and students at all levels across the University, as well as representatives from government, industry, and the profession, and members of the wider community. Initiating follow-up actions as necessary to ensure timely and effective communication.
Coordinating committee/meeting/engagement activities, including scheduling, drafting relevant documentation, taking minutes and liaising with key stakeholders and attendees
Organising functions, workshops, and events for the Medical School
Undertaking background research and data analysis for the relevant senior or executive level staff member/s and drafting correspondence and documents, which includes handling of highly confidential materials
Maintaining administration systems and processes to manage and prioritise the day-to-day flow of business for the office
Managing financial delegations, organising relevant financials and reconciling accounts as required on behalf of the relevant executive/s and in line with University financial policy and procedures
Maintaining an ongoing knowledge and understanding of the department's operational plan, understanding of key University staff, issues and projects.
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 26 weeks paid primary caregiver leave
17% superannuation contributions
17.5% annual leave loading
Access to flexible working arrangements including hybrid working options, flexible start/finish times, purchased leave
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
UQ Study for Staff
Salary packaging options
About the Faculty of Health, Medicine and Behavioural Sciences
The newly established Faculty of Health, Medicine and Behavioural Sciences will be an interdisciplinary powerhouse of innovation and collaboration to lead integrated solutions to the needs of the communities we serve locally and globally. UQ offers one of the widest ranges of health and behavioural sciences programs of any Australian university, and the ambition for this new Faculty will be to will be to leverage its unified suite of esteemed schools, institutes and centres to unlock opportunities within UQ and with external partners.
About You
As Senior Executive Assistant to the Dean of the UQ Medical School, you will be highly motivated with excellent organisational skills and attention to detail. To provide an exceptional level of executive and administrative support to the Dean of the UQ Medical School, you will require highly developed interpersonal and communication skills. The ability to prioritise your own workload, adapt to changing priorities at short notice, work independently to meet deadlines, and perform well under pressure is critical in this role.
A degree with subsequent relevant experience; or extensive experience and specialist expertise or broad knowledge in administration, business or executive support; or an equivalent combination of relevant experience and/or education/training.
Demonstrated experience in an Executive Assistant role in a large and/or complex organisational context.
Strong organisational skills and demonstrated ability to prioritise own workload, meet deadlines and perform well under pressure.
Excellent interpersonal, verbal and written communication skills, including the ability to prepare high quality, professional documents with a high level of accuracy and attention to detail, and communicate effectively with people from diverse backgrounds and of varying social status.
High level of sensitivity, tact and discretion when dealing with confidential matters.
Excellent stakeholder management skills, such as the ability to effectively handle, escalate and follow up with stakeholders.
Sound problem solving skills and judgment in resolving or redirecting issues.
Proficiency in relevant technologies, including MS Office Suite, and the capacity to take up new technologies if required to meet the needs of the role.
The ability to adapt to changing priorities, often at short notice.
Desirable
The successful candidate may be required to complete a number of pre- employment checks, including right to work in Australia, criminal check.
Questions?
For more information about this opportunity, please contact Principal Executive Administration Coordinator, Ms Catherine Baldry at [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 summarising how your background aligns to the ‘About You' section
Resume
Other Information
UQ is committed to a fair, equitable and inclusive selection process, which recognises that some applicants may face additional barriers and challenges which have impacted and/or continue to impact their career trajectory. Candidates who don't meet all criteria are encouraged to apply and demonstrate their potential. The selection panel considers both potential and performance relative to opportunities when assessing suitability for the role.
We know one of our strengths as an institution lies in our diverse colleagues. We're dedicated to equity, diversity, and inclusion, fostering an environment that mirrors our wider community. We're committed to attracting, retaining, and promoting diverse talent. Reach out to [email protected] for accessibility support or adjustments.
Applications close Sunday 19th January 2025at 11.00pm AEST (R-46346). Please note that interviews have been tentatively scheduled for 31st January.