Parkville, Maryland
$36.97 - 42.46 An Hour
Posted 20 September, 2022
Institute Administrator/Executive Assistant Nossal
University of Melbourne
Parkville Contract
In this multi-faceted position, the Institute Administrator and Executive Assistant will play an important role in the provision of effective support of the Director and senior staff in the Nossal Institute for Global Health in the Melbourne School of Population and Global Health to achieve the research and academic objectives of the Institute and School.

Job no: 0057145
Location: Parkville
Role type: Full time (Part time/ flexible options may be considered); Fixed-term for 12 months
Faculty: Faculty of Medicine, Dentistry and Health Sciences
Department/School: Melbourne School of Population and Global Health
Salary: UOM 5 - $76,888 - $88,312 (pro rata for part-time) p.a. plus 17% super

The University of Melbourne would like to acknowledge and pay respect to the Traditional Owners of the lands upon which our campuses are situated, the Wurundjeri and Boon Wurrung Peoples, the Yorta Yorta Nation, the Dja Dja Wurrung People. We acknowledge that the land on which we meet and learn was the place of age-old ceremonies, of celebration, initiation and renewal, and that the local Aboriginal Peoples have had and continue to have a unique role in the life of these lands.

About - The Nossal Institute for Global Health

Nossal Institute is a leading applied-research institute of the University of Melbourne and the principal avenue for providing the University's expertise, knowledge and skills in strengthening health systems regionally and globally through bringing together expertise in research, education, knowledge transfer, health development and practice in global health.

About the Role

Working in a busy and complex environment, the Institute Administrator and Executive Assistant will be required to manage competing deadlines and handle sensitive issues with discretion and confidentiality. The position will also require a level of independent judgment and professionalism and will regularly interact with key internal and external stakeholders.

The role will have important input in identifying and developing improved processes for shared professional support services, as well as providing critical support to the Institute Director and the Institute Manager.

The Institute Administrator and Executive Assistant works as part of a professional services team, within the Institute and across the broader School, flexibly contributing to team-based tasks as well as performing tasks on an independent basis. The incumbent is expected to undertake several concurrent tasks, so excellent organisational, prioritisation and time management skills are critical to this position.

Responsibilities include:

Providing broad executive level support to the Director and key staff, including drafting high quality formal correspondence, research administration, and follow up on required actions
Managing complex work schedules and electronic diaries, including arranging meetings with key internal and external stakeholders
Building and maintaining strong and effective relationships with key internal and external staff to ensure the efficient delivery of administrative services in a proactive and diplomatic manner
Understanding and interpreting University, School and Institute policies and processes in order to provide quality advice to staff and students as a first point of contact.

About You
You will possess excellent interpersonal, written, and oral communication skills with the ability to draft formal correspondence and marketing materials, as well as build and maintain effective working relationships with key internal and external stakeholders. You will have well-developed time management skills with the capacity to determine priorities, meet deadlines and effectively balance competing demands and to work effectively under pressure both independently and as a member of a team with an excellent attention to detail and accuracy with the proven ability to prepare high level, quality documentation with limited supervision.

You will also have:

A relevant tertiary qualification or an equivalent combination of relevant experience and/or education and training
Previous experience with a broad range of complex administrative duties to senior research staff including managing complex travel arrangements, management of accurate records, coordinating meetings, and providing committee support such as drafting quality agendas, minutes and facilitating the follow up of action items
Demonstrated experience in administering and coordinating educational programs and events (e.g., short courses, forums, conferences, and postgraduate studies)
Well-developed computer skills and competency in a range of software packages including the Microsoft Office suite including MS SharePoint and MS Teams

About the University
The University of Melbourne is consistently ranked amongst the leading universities in the world. We are proud of our people, our commitment to research and teaching excellence, and our global engagement.

Benefits of Working with Us
In addition to having the opportunity to grow and be challenged, and to be part of a vibrant campus life, our people enjoy a range of rewarding benefits:

Flexible working arrangements, generous personal, parental and cultural leave
Competitive remuneration, 17% super, salary packaging and leave loading
Free and subsidised health and wellbeing services, and access to fitness and cultural clubs
Discounts on a wide range of products and services including Myki cards and Qantas Club
Career development opportunities and 25% off graduate courses for staff and their immediate families

To find out more, visit

Be Yourself
We value the unique backgrounds, experiences and contributions that each person brings to our community and encourage and celebrate diversity. First Nations people, those identifying as LGBTQIA+, females, people of all ages, with disabilities and culturally and linguistically diverse people are encouraged to apply. Our aim is to create a workforce that reflects the community in which we live.

Join Us!

If you feel this role is right for you, please submit your application including a brief cover letter, your resume and your responses against the first 3 selection criteria^ (found in the Position Description) for the role.

^For information to help you with compiling short statements to answer the selection criteria and competencies, please go to

We are dedicated to ensuring barrier free and inclusive practices to recruit the most talented candidates. If you require any reasonable adjustments with the recruitment process, please contact us at [email protected]
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