Admin Assistant

Job no: 535855

Work type: Full-time

Location: Geelong – Waurn Ponds

Categories: Administration

Based at our Geelong, Waurn Ponds Campus

Full-time and continuing

HEW 4 $68,422 – $72,527 + 17% Superannuation

In line with the special measure provisions in Section 12 of the Victorian Equal Opportunity Act (2010) the University will only accept applications from people who identify as Aboriginal and/or Torres Strait Islander.

Founded in 1974, Deakin is a public university in Victoria with 61,000 students across five campuses: Melbourne Burwood, Geelong Waurn Ponds, Geelong Waterfront, Warrnambool, and the online Campus. We are a progressive and open-minded university, with the highest student satisfaction in Victoria and consistently ranked in the top 1% of the world’s universities.

Deakin campuses sit on Wadawurrung, Wurundjeri, and Eastern Maar Countries, and the University acknowledges, values and deeply respects its connection with the Traditional Custodians and Elders past and present of these lands and waterways. Deakin is the most popular university destination in Victoria for Aboriginal and Torres Strait Islander students and has a rich history of supporting the ambitions of First Nations students, including through the NIKERI Institute (formerly the Institute of Koorie Education).

The primary purpose of the Administrative Assistant is to provide administrative support to the NIKERI Institute for a range of day-to-day services. The Administrative Assistant will provide support to the Institute Executive and the Institute Manager and Administration Coordinator to successfully implement programs and processes for the NIKERI Institute, and provide general administrative support for projects, events and student activities.

The NIKERI Institute operates a centralised administrative service to support the teaching, learning, research, and commercial functions undertaken by the Institute and Kitjarra student residence. The Institute provides support to all Indigenous students including those enrolled in Community Based Delivery (CBD) Programs, which involve short intensives delivered on site at the Institute, coupled with distance support for students when back in Community. The Institute is part of the Faculty of Arts and Education which comprises three Schools, Research Centres and two Institutes.

The Administration Assistant reports to the Administration Coordinator and at times provides administrative support to the Director and Institute Manager. The role will co-ordinate all daily administration and reception duties. The role will work closely with Institute Academic and Professional staff and students.

Your key responsibilities will include:
Provide administrative support and advice across a range of areas such as student customer service, reception, events, and activities.

Understand local processes, prepare standard documents, manage records, regularly track progress of work tasks and identify key issues in relation to: meetings and room bookings, events support, catering, travel and accommodation arrangements, preparation of correspondence, filing and photocopying, ordering of stationery and consumables and distribution of incoming and outgoing mail.

Take personal responsibility and show initiative to undertake a range of administrative tasks to ensure the Institute priorities are achieved, including meeting coordination, preparation of presentations and correspondence, and participation in project teams.

Provide customer service and general advice to staff and students to ensure enquiries are addressed promptly and accurately.

Provide accurate and timely general advice and respond to straightforward queries from staff and both current and prospective students regarding general course information and related procedures.

Use knowledge of continuous improvement principles to enhance the efficiency and effectiveness of services and processes.

Be a productive member of the NIKERI Institute by actively sharing information in a clear, structured, concise and tailored way; focusing on key messages that are understood and meet audience needs

Support the preparation of documentation including presentations, reports, correspondence and marketing materials in a clear, structured, concise and tailored way by focusing on key messages that messages are understood and meet audience needs

To be successful, you’ll have:
An equivalent combination of relevant experience and/or education/training or completion of an associate diploma level qualification (in office administration or similar) with relevant work experience, or a certificate level qualification with post-certificate relevant work experience.

Demonstrated ability to work effectively both individually or as part of a team within the social, political, and cultural environments of Indigenous Australians in a culturally respectful way with groups and individuals within the Institute, the wider University and Australian Aboriginal and Torres Strait Islander Communities.

Applications for this position close on Friday 27th March 2023

Successful applicants will need to comply with vaccination mandates imposed by the relevant state/territory government. Applicants who attend third-party sites to undertake University activities will also be required to comply with any other directions or requirements in place at the third-party location.

SPECIAL REQUIREMENTS

Infrequent work outside business hours is required

Drivers Licence

Working with Children Check

Please submit your updated resume and a short cover letter outlining your skills and experience for this role.

For a confidential discussion regarding this position, please contact Natasha Sharma, Senior Adviser on 03 9244 5424

Are You Ready?

Deakin is a Victorian university with a global impact. We are an agile, dynamic, and innovative university committed to making a positive impact through our excellence in education, research and innovation and the contributions we make to the wider community.

We understand that our reputation has been built on the dedication and expertise of our staff and we offer a dynamic and diverse working environment with opportunities to grow and develop careers. We believe that a progressive, thriving culture will ensure that people choose to come, and stay at Deakin and contribute to our ongoing success.

We value diversity and aim to build an inclusive environment that champions, embraces and respects differences. We support and encourage applications from people of all abilities, sexual orientation, and genders.

Advertised: 13 Mar 2023 AUS Eastern Daylight Time

Applications close: 27 Mar 2023 AUS Eastern Daylight Time