Administration Officer (Dean Support)

UniSC•UniSC Sunshine Coast, BC

5d•Onsite

About The Position

The Academic Support Unit (ASU) delivers specialist administrative and operational services that support UniSC’s teaching, research, and governance across all schools and campuses. Within ASU, the School Support team partners closely with academic leaders to enable the efficient and effective delivery of core university functions. In this role, you will provide high-level, confidential executive and administrative support to Deans and members of the School leadership team. Reporting to the Team Leader, School Operational Support, you will play a key role in enabling smooth academic operations through proactive coordination, sound judgement, and a strong service focus. You will manage complex and competing priorities, support governance processes, and contribute to continuous improvement across both the Schools and ASU.

Requirements

Effective verbal and written communication skills, particularly in relation to explaining administrative requirements and processes effectively and preparing clear and concise written materials;
Extensive experience providing customer focused administrative support, including: Responding to telephone, email and in-person enquiries.
Diary Management and coordination of the Dean’s Office.
Excellent stakeholder interaction - the ability to respond to, liaise and interact effectively, with diverse stakeholders, both internal and external to the University, on behalf of the Dean.
The ability to interpret and apply policies and procedures.
Committee support skills such as preparing agendas, distributing papers and ensuring further action and follow up.
Excellent computer literacy including the ability to use the Microsoft 365 cloud-powered productivity platform that incorporates a suite of apps and services, comprising of Microsoft Teams, Word, Excel, PowerPoint, Outlook, SharePoint, planners and OneNote with the ability to learn new systems/packages/processes quickly and effectively;
The ability to maintain confidentiality and handle sensitive matters discreetly is an essential component of this role, as is the ability to exercise good judgement, take initiative and solve problems.

Responsibilities

Provide comprehensive executive support to Deans, including diary management, meeting coordination, correspondence, and travel arrangements;
Proactively triage and prioritise incoming requests, ensuring timely and appropriate responses on behalf of senior academic leaders;
Support governance processes by coordinating committees, preparing agendas and papers, drafting minutes, and tracking actions;
Maintain corporate records, databases, and documentation, ensuring accuracy, compliance, and confidentiality;
Prepare high-quality correspondence, reports, and briefing materials, incorporating background research and data analysis as required;
Support HR administration processes, including recruitment scheduling, probation management, and performance review coordination;
Contribute to School and ASU events and projects, working collaboratively across teams and campuses; and
Actively participate in continuous improvement initiatives to enhance administrative processes and service delivery.