School Administration Assistant

About the Role

The Faculty of Science and Engineering at Macquarie University is currently seeking two proactive and well-organised School Administration Assistants. The successful candidates will provide operational and administrative advice and services, contributing to the improvement of operational effectiveness across the Faculty.

Reporting to the School Operations Manager, you will:

• Undertake transactional finance administrative activities across the full scope of school / faculty functions. This includes supporting purchasing, invoice payments and reimbursements in line with University policies.
• Organise and book travel for staff and higher degree research students conducting business travel.
• Provide general administrative support to staff, including facilities management, office and IT equipment and website enquiries.
• Provide event coordination and administration.
• Organise on and off-site meetings including arranging all bookings, catering, transport and appropriate resourcing.
• Provide assistance with diary management, logistics, room bookings, material preparation and/ or other administrative activities.
• Provide administrative support and work with relevant stakeholders to update and maintain websites and SharePoint sites as required.
• Coordinate and participate in committees including scheduling meetings, preparing agendas, minutes, and any follow up actions as required.
• Support the onboarding of new staff, HDR students, honorary appointees, visitors and volunteers in accordance with WHS and other University requirements.

About You

You will have previous experience in an administrative role and enjoy delivering operational and administrative support in a busy environment. You will have excellent attention to detail and be able to communicate and present information clearly to a wide variety of people. You will be a motivated self-starter who can initiate and follow through and enjoy a fast paced, interesting organisation with a passion for customer service.

About Us

The Faculty of Science and Engineering is a young and dynamic faculty driven by the spirit of discovery. Here we nurture the next generation of science and technology innovators. From a handful of students on the University’s first day, the Faculty now serves nearly 6000 students across all our programs.

How to Apply

To be considered for this position, please apply online by submitting your CV and a separate (2-page maximum) cover letter that demonstrates how you meet the following selection criteria:

• Relevant qualification and/ or equivalent experience.
• Demonstrated time management and organisational skills, including the ability to coordinate and deliver to deadlines.
• Good computer skills including Microsoft Office and a range of database management systems and applications. Demonstrated skill and experience using Microsoft Excel is a requirement.
• Demonstrated experience providing high quality general and personal assistant administration in a complex working environment, including events administration and diary management.
• Ability to work autonomously and collaborate effectively with other teams.
• Strong customer service focus and ability to work and communicate effectively with a diverse range of stakeholders.
• Excellent attention to detail and a high level of accuracy.

Enquiries: Chris Evans, School Operations Manager, ABS - christopher.evans@mq.edu.au and Mark Rego, School Operations Manager, Computing at mark.rego@mq.edu.au.

Applications Close: Sunday 15th of March at 11:59pm (AEST)

*** Applications will be reviewed as they are received, and we reserve the right to progress or decline an application prior to the application closing date. We also reserve the right to close the advertisement early if a sufficient number of qualified applicants is received.

Why Join Us?

Macquarie is a university engaged with the real and often complex problems and opportunities that define our lives. Since our foundation over 60 years ago, we have aspired to be a different type of university. Over the years, we have grown to become the centre of a vibrant local and global community. Connect with us today.

We rank amongst the top employers in the Australian Workplace Employers Index, having recently earned a five-star rating in the QS World Rankings with the highest rating for employability. Take a look at the fabulous staff benefits on offer when you work at Macquarie University.

Pre-Employment Checks

Macquarie University/Health cultivates a workplace defined by safety, ethical conduct, and strong integrity. Prior to completion of an offer of employment, preferred candidates will be required to participate in a combination of pre-employment checks relevant to the role they have applied for.

Your employment is conditional upon the completion and maintenance of all role-required pre-employment or background checks in terms satisfactory to the University/Health.

A Place Where You Belong

At Macquarie, we believe diversity makes us stronger, inclusion drives our success, and belonging inspires us to do our best work. We are proud to foster a community where different backgrounds, identities, and experiences are valued, and where our people are empowered to thrive through supportive leadership, shared responsibility, and a deep commitment to genuine care and respect for our community. Find out more about our vision for a truly inclusive workplace in our Diversity, Inclusion and Belonging Framework.

Flexible Work

At Macquarie, we believe by providing flexibility in when, where and how work is done, we can support our staff to manage their personal commitments, while optimising their work performance and contributions to the University. See how we lead in flexible work to enable an outcome focused and inclusive workplace. To learn more about our culture and hiring process, explore our Candidate Resource Hub.

Key skills/competency

• Administration
• Transactional Finance
• Purchasing
• Event Coordination
• Diary Management
• Website Maintenance
• Committee Support
• Onboarding
• Microsoft Office
• Customer Service