Mata Ahupae Matua - Senior Administrator

Kōrero mō te tūranga - About the role

Te Herenga Waka - Victoria University of Wellington is recruiting a Mata Ahupae Matua - Senior Administrator to join the professional team of Te Whānau o Ako Pai - School of Education on a permanent, full-time basis.

Key responsibilities:

• Lead the development, documentation and management of the School’s academic administration processes and procedures, including electronic filing systems to enable quick access to current information.
• Coordinate professional staff course allocations and workflow to ensure efficient delivery of services to both academic staff and courses in all programmes run in the Faculty.
• Provide proactive professional executive assistance to the Tumuaki - Head of School, including diary management, and travel bookings.
• Coordinate enquiries and provide advice and information to postgraduate students and staff as appropriate, ensuring a high standard of accuracy and timeliness.
• Provide timely, effective and appropriate advice and recommendations, together with accurate documentation on student administration matters for students, the Pou Hautū - School Manager, Tumuaki - Head of School, and other staff as appropriate.
• Build and maintain effective working relationships within the School to ensure an up-to-date understanding of current internal activities, events, research and developments.
• Prepare HR documentation, including: offer letters, variations and timesheets, for contract staff.
• Coordination of events, including school graduation celebrations and award ceremonies, and manage the support of academic activities such as symposia, conferences, workshops and meetings.

Ō pūmanawa - About you

You will be an experienced administrator seeking an opportunity to develop your skills further in a newly established role. You will enjoy working independently and as part of a small closeknit team to offer consistently high-level, quality and efficient operational and administration support to the School’s staff, students, and stakeholders.

Key requirements:

• Proven experience (3-5 years) in developing, implementing, and maintaining administration procedures.
• Executive assistance and minute-taking experience.
• Proven ability to work independently, use initiative and prioritise tasks to meet deadlines in a demanding environment with excellent attention to detail.
• Extensive knowledge and experience in a range of computer applications, including Microsoft Outlook, Word and Excel.
• Excellent communication and relationship building skills.