"School/Department Administration Assistants"

PRIMARY DETAIL

Support the Faculty of Medicine, Health and Human Sciences’ operations by delivering high-quality administrative functions in the Department/School.

• Salary Package: From $78,954 per annum (HEW 4) plus 17% employer's superannuation contribution and annual leave loading
• Appointment Type: 1x Full-time (35 hours per week), continuing position, and 1x part-time (24 hours per week), continuing position
• Location: Macquarie University, Wallumattagal Campus (North Ryde)

About the Role

We are seeking 2 proactive and detail-oriented School/ Department Administration Assistants to provide high-quality administrative and operational support in the Department of Health Sciences and Macquarie Medical School.

In this role, you will support a wide range of Department/School level functions, including administration for senior leadership, coordination of committees and events, diary and logistics support, responding to enquiries, and contributing to continuous improvements in administrative processes.

About You

You will be a highly organised, adaptable and customer-focused administrator with strong attention to detail and the ability to manage competing priorities. You will bring initiative, sound judgement, and the confidence to work both independently and collaboratively.

Your success in this role will be supported by your:

• Solid administrative experience, ideally in a complex or higher education environment
• Ability to coordinate multiple tasks and manage deadlines
• Strong communication and stakeholder engagement skills
• Proficiency in Microsoft Office and administrative/database systems
• Commitment to delivering high-quality service and continuous improvement.

About Us

The Faculty of Medicine, Health and Human Sciences is home to world-leading clinical, health and medical research and education. As Australia’s first university-led Academic Health Sciences Centre, the Faculty brings together clinicians, researchers, teachers and students with access to state-of-the-art clinical resources and research facilities on campus.

Our integrated approach enables us to foster collaboration, drive innovation, and deliver high-quality education and research that improves health outcomes locally and globally.

Macquarie is a university engaged with the real and often complex problems and opportunities that define our lives. Since our foundation in 1964, 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.

Some of your key responsibilities include:

• Provide high-quality administrative support across Department/School operations, including diary management, logistics, travel, room bookings and preparation of materials.
• Coordinate and participate in relevant committees including scheduling meetings, preparing agendas, minutes, and any follow up actions as required.
• Organise on and off-site Department/School event and meetings including arranging all bookings, catering, transport and appropriate resourcing.
• Respond to enquiries and provide accurate information or escalate to relevant stakeholders.
• Provide general and transactional administrative support to Department/School.
• Assist with the design, development and implementation of improvements to administrative systems, processes and procedures as required.
• Comply with relevant EEO and WHS regulations.
• Perform any other duties as required and appropriate for this classification.

How to Apply

To be considered for these positions, please submit your CV and a separate (2-page maximum) cover letter addressing the selection criteria below and outlining your suitability for the role. Applications must be submitted online via the Workday portal, which you will be directed to when applying.

As we are recruiting for two continuing positions (one full-time and one part-time), please clearly indicate which position you are applying for, or if you wish to be considered for both.

Essential Selection Criteria

• Relevant qualification and/or equivalent experience.
• Intermediate computer skills, including Microsoft Office and administrative or database systems.
• Demonstrated time management and organisational skills, with the ability to coordinate and deliver to deadlines.
• Demonstrated experience providing high-quality general and/or personal assistant administration in a complex environment, preferably in higher education.
• Demonstrated ability to work autonomously and collaborate effectively with other teams.
• Strong customer service focus and excellent communication skills with diverse stakeholders.
• Excellent attention to detail.

Desirable Criteria

• Experience supporting committees or senior leadership teams.
• Experience coordinating events or meetings.
• Understanding of WHS and EEO requirements in an administrative context.

The successful candidate will be required to undergo a National Police Check.

Applicants must have valid Australian working rights at the time of application.

Role enquiries:

Please contact (for full-time role) Michelle Lee - Operations Manager, Health Sciences at michelle.lee@mq.edu.au, or (for part-time role) Felicia Lim - Operations Manager, Macquarie Medical School at felicia.lim@mq.edu.au

Submission of Applications Open Until: Thursday, 27 November 2025 at 11:59 p.m. (AEDT).

Note: Interviews are expected to be held in early December 2025

Applications will be reviewed on a rolling basis, 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 - early applications are encouraged.