"Administrative Assistant"

Job Title Administrative Assistant

Faculty / School / Unit Institute for Sustainable Futures

Job Summary

The Institute for Sustainable Futures (ISF) is seeking to recruit a front desk Administrative Assistant, to join their People and Place team on a full-time, permanent basis.  

About the Institute

The Institute for Sustainable Futures (ISF) undertakes game-changing sustainability research at the University of Technology Sydney (UTS). Established for 27 years, ISF works with thought leaders in government, industry and community organisations, in Australia and internationally, to create change towards sustainable futures. Sustainability research is a key focus area supporting UTS’s vision to be a leading public university of technology recognised for our global impact. We are a dynamic and innovative university in central Sydney, consistently ranked the top young university in Australia. Beyond a vibrant new campus in Sydney’s creative precinct, at the heart of UTS are exceptional people.

Detailed Description

About the role 

The Administrative Assistant is a varied role, primarily managing the Insititute’s front desk operations, representing ISF as the first point of contact for clients/visitors and ensuring all the operational needs of the office are maintained. The Administrative Assistant also provides general administrative support for the Associate Director of Learning and Development (ADLD) and the Event and Engagement Officer contributing to the smooth delivery of the institute’s events and short courses.  

This position is part of our small People and Place team and plays an active role in ensuring the ISF office space and its infrastructure contributes to a positive work environment for our staff, is effectively maintained and meets Health and Safety standards.  

If you are the successful candidate for the role, your responsibilities will include: 

• Providing excellent customer service as a first point of contact for external clients, staff and students, welcoming them professionally and courteously to the ISF office.  

• Ensuring the office space is proactively maintained as a professional environment via conducting frequent office inspections, logging requests for maintenance and cleaning jobs and ensuring they are followed through to completion. 

• Ordering and proactively managing the Institute’s baseline stock levels of kitchen supplies, stationary and other general office consumables, undertaking regular stock checks and ensuring sustainability principles are maintained in the process.  

• Providing support with organising events/short courses including initial research of a suitable venue, conducting site visits, making enquiries, booking the venue, ordering catering and beverages, booking required audio-visual equipment, and ordering required stationary supplies in advance. 

• Preparing event materials, collateral, registration lists, event signage and name badges etc for internal and external ISF events.  

• Providing on the ground support at the event/short course, including event bump in and bump out, liaising with the venue, catering, and any other additional hands on support required on the day.  

• Providing general administrative support to the ADLD, in particular for admin related to running short courses including Canvas system set up, logistics and following up evaluations with students.  

• Supporting the People and Place team with operational aspects of the Graduate Research Program and the Human Resource functions, including Health, Safety and Wellbeing and provide ad-hoc operational support, as required. 

• This role may be required to supervise casual administrative positions from time to time in the future.  

With examples, please outline within your covering letter how you meet the following three (3) key selection criteria points below:  

1. At least 3 years' experience working in an Operational Administrative position (previous receptionist work is highly regarded). Please outline the relevant position(s) you held and identify your top 2 specific core responsibilities in the role(s). 

2. Highly developed time management and organisational skills with demonstrated ability to exercise appropriate judgement and prioritise workload effectively.  

3. Excellent oral, written, and interpersonal skills with the ability to communicate effectively and build positive relationships with a diverse range of people.  

Remuneration/Salary

Remuneration & Benefits

Base Salary Range: $73,641 to $78,767 pa (HEW 4)

The university offers 17% employer provided superannuation and salary packaging opportunities.

This appointment will be made on a full-time, permanent basis. 

You will also reap the rewards of working in a dynamic, supportive environment with employee benefits including flexible work practices, professional development opportunities, discounted gym membership and generous parental leave.

How to Apply

Along with your Resume, you are required to address the above three (3) selection criteria within your covering letter, which must be attached separately from your resume. Applications that don’t address the selection criteria may not be considered in the screening process.  

Only those applications submitted via the UTS online recruitment system will be accepted. If you are a current UTS staff member, for help on how to apply through NEO please click here.

As you will be unable to save your application once started, please have all required documents and information available prior to commencing. 

Please ensure that the file name for each document submitted includes IRC293604 and your name. 

Specific enquiries or issues with your application may be directed to the UTS Recruitment Team at recruitment@uts.edu.au.

Closing Date: Sunday, 25 August 2024 at 11.59pm (AEST)