VACANCIES

We are seeking to appoint a short-term part-time Administrative Assistant in the Institute for Marine and Antarctic Studies (IMAS) at the University of Tasmania, as part of the Australian Antarctic Program Partnership (AAPP).

• Become part of the Australian Antarctic Program Partnership (AAPP)
• Deliver efficient and effective support services to facilitate AAPP’s key objectives
• Part-time (0.6FTE) fixed-term position from September to November based in Hobart

The Opportunity

The Administration Assistant contributes to the efficient and effective functioning of the Australian Antarctic Program Partnership (AAPP). The Administration Officer will provide a broad range of administrative, financial, human resource, facilities and procedural support services to a number of key stakeholders. The position plays a key role in assisting the Program Leader, Business Manager, Communication and Impact Manager and other staff members as required, to deliver efficient and effective support services to underpin the key outcomes and objectives of the AAPP.

What you'll do

• Provide support and advice based on the interpretation of relevant policies and guidelines, on a range of matters to academic and professional staff and students, ensuring compliance in areas of responsibility.
• Undertake and coordinate the financial and operational requirements of the AAPP, including transaction processing and approval, monitoring and controlling expenditure against available funds as required.
• Under the supervision of the Business Manager, undertake people management transactional activities, including staff and honorary appointments, leave management, position variations and offboarding, working closely with a variety of stakeholders.
• Organise and coordinate project activities including planning and co-ordinating seminars, workshops and conferences, liaising with key stakeholders as required.
• Prepare and distribute invites, agendas and minutes for meetings and committees, and coordinate room bookings and catering for events as required.

What we're looking for

• Familiarity with Finance Systems and Processes (e.g PurchaseNow, ProMaster, TechnologyOne, ServiceNow and Travel related systems).
• A good understanding of University’s guidelines and procedures, and the ability to apply policy to routine processes.
• Strong organisational skills with the ability to plan and organise self to ensure timely completion of all tasks, manage competing deadlines, exercise diplomacy and maintain confidentiality.
• Well-developed verbal and written communication skills, with the proven capacity and confidence to build relationships and effectively communicate and negotiate with a diverse range of stakeholders at all levels, and work effectively and sensitively within a team environment.
• A high level of computer literacy, including competence in Microsoft Excel and Word, and in other database operations.
• Completion of a diploma qualification in a relevant area or an equivalent combination of relevant experience and/or education/training.

This vacancy is being advertised internally only in the first instance to current staff.