Administrative Assistant – School of Education & Science

Avondale University is seeking an Administrative Assistant to join the School of Education & Science team on a full-time continuing basis. Start date will be January 2023.

 

Be challenged and imagine with us

This exciting role will have you providing operational and administrative management support to the School of Education & Science. You will assume substantial responsibility and initiative and appropriate knowledge and understanding of the academic program and office procedures.

 

What will you do?

Some of the main duties will include:

• Provides administrative support to the School of Education, including Head of School, staff within the School and casual academic staff. Example of this include (but are not limited to):
  • Coordinating upload of grades to Callista and exam board reports;
  • Updating the Avondale School of Education Facebook page;
  • Provides a Justice of the Peace function.
• Provides general reception for the School, assisting with and acting upon visitor enquiries;
• Recording Secretary for the School of Education (including preparation and distribution of minutes), and for additional meetings or committees as and when required;
• Perform support functions for permanent and casual academic staff of the School including photocopying, word-processing and document preparation, spreadsheets and PowerPoint presentations;
• Responsible for preparation and presentation of Unit and Student Information documents;
• Perform the operational and administrative functions that support the smooth operation of the School office. This includes (but is not limited to):
  • Monitoring stationery supplies and office equipment;
  • Coordinating equipment and room bookings:
  • Petty cash management;
  • Order and payment processing ;
  • Maintaining a well-kept and secure space;
  • Incoming and outgoing mail functions.
• Coordinate School events/functions such as:
  • ASA Graduates “Meet and Greet” dinner;
  • School staff get togethers such as birthdays and farewells.
• Prepare unit rolls and timetables for the School;
• Prepare examination papers and unit documents for academic staff;
• Assist with document preparation and collation for accreditations and advisory committees;
• Responsible for sending the TEACH Journal file to Signs Publishing for printing along with the distribution database and for;
  • assisting with TEACH Journal edits
  • separating the TEACH Journal file into pdfs for TEACH Journal online
  • sending individual pdf files to the library for Research Online
  • liaising with Editor and Faculty Dean regarding the distribution of Teach Journal
• Liaises between final year students and Adventist Schools Australia regarding applications and interviews for graduate recruitment programs; this includes scheduling interviews and rooms; processing applications and delivery of transcripts and prac reports to ASA; preparing interview folders (compiling and printing of applications);
• Certifies copies of Professional Experience Reports in preparation for graduates;

 

About you

To be successful in the Administrative Assistant role, you will be highly motivated to provide support to the School of Education & Science, show initiative and possess a can-do attitude.

 

Essential criteria

• Extensive experience in office administration.
• Intermediate to advanced computer skills, particularly with the Microsoft Office Suite.
• Demonstrate the ability to comfortably and effectively liaise with all levels of staff, students and management and varying personalities and situations.
• Strong customer service ethic.
• Professionalism, confidentiality and diplomacy.
• Ability to work as part of a team and equally as well to work independently.
• Strong communication skills both written and verbal.
• Ability to remain calm under pressure.
• Highly motivated and strong organisational skills.
• Demonstrated experience in managing multiple tasks with conflicting priorities.
• Recognised studies in Office Administration.
• Ensures that work is carried out in ways, which safeguard the WH&S of staff or students in their charge.
• Promotes a safe workplace and identifies unsafe practices.
• Support the mission, values, and ethos of Avondale

 

Desirable criteria

• Exposure and/or experience in an educational (administrative) environment.

 

Please visit www.avondale.edu.au/employment for the job description and details of this position. For further information about the role, please email Avondale University’s People and Culture Manager at [email protected].

 

Email your application to [email protected], including:

·        A resume (four-page maximum)

·        A statement addressing the selection criteria

·        Contact details of three referees

 

Salary: Avondale Higher Education Worker Level 4 $62,935 – $66,117 per annum, plus superannuation.

 

Applications close on 7 December 2022

 

Applicants must have the right to work in Australia. Avondale is an equal opportunity employer and reserves the right to make a delayed appointment, not appoint, or appoint by invitation.