• Office of the Vice President (Advancement and Community Engagement)

• Full-time (100%), permanent position with a high performing team

• Base salary will be in the range $89,861.38 - $96,402.32 + 17% Superannuation

• Based at our St Lucia Campus

About This Opportunity 

The primary purpose of this position is to provide a high level of administrative and executive support to two Executives within the Advancement and Community Engagement portfolio.

You will join a high performing team with a supportive culture and a strong commitment to excellence and service.  In a role that is an integral part of the Executive Services Unit, you will work to enable the success of the portfolios and ACE team members, across a broad range of functions, through seamless and professional executive and operational support services.

• Executive Assistance: Provide proactive support to senior executives, including calendaring, travel coordination, and preparation of correspondence and presentations

• Committee support: Coordinate committee meetings, including scheduling, documentation, and liaison with partners.

• Administrative and project support: Handle day-to-day office operations, contribute to projects, and undertake other duties as needed.

The responsibilities required to fulfil the role include, but are not limited to:

• Provide professional and proactive executive assistance to senior executives, including calendaring, occasional travel, and assisting in the preparation of correspondence and meeting papers.

• Maintaining an understanding of the portfolio's priorities, as well as key University staff, issues and projects.

• Coordinating committee meeting/engagement activities, including scheduling, drafting relevant documentation, taking minutes and liaising with key partners and attendees.

• Maintaining administration systems and processes to manage the day-to-day flow of business for the office.

• Prioritising workflow to determine required action and priorities.

• Organising functions, workshops, and events for the portfolio.

• Coordinating and contributing to portfolio projects as required.

• As required in response to work demand and absences, undertake a range of administrative and financial support duties within the remit of the Executive Services Unit, including (but not limited to):

• Supporting the implementation of onboarding, offboarding, safety, wellness, and team-building activities.

• Purchasing of office and stationery supplies, including IT and general office equipment.

• Managing the reimbursement of expenses and reconciliation of corporate cards and other financial processing.

• Any other duties as reasonably directed by the supervisor.

Other

Ensure you are aware of and comply with legislation and University policy relevant to the duties undertaken, including but not exclusive to:

• The University’s Code of Conduct.

• The Council for Advancement and support of Education Statement of Ethics CASE Statement of Ethics

• Requirements of the Queensland occupational health and safety (OH&S) legislation and related OH&S responsibilities and procedures developed by the University or Institute/School.

• The adoption of sustainable practices in all work activities and compliance with associated legislation and related University sustainability responsibilities and procedures.

• Requirements of the Education Services  for Overseas Students Act 2000, the National Code 2007 and associated legislation, and related responsibilities and procedures developed by the University.

About UQ

As part of the UQ community, you will have the opportunity to work alongside the brightest minds, who have joined us from all over the world.

Everyone here has a role to play. As a member of our professional staff cohort, you will be actively involved in working towards our vision of a better world. By supporting the academic endeavour across teaching, research, and the student life, you will have the opportunity to contribute to activities that have a lasting impact on our community.

Join a community where excellence is at the core of our culture, contributions are valued and a range of benefits and rewards are available, such as:

• 26 weeks paid parental leave or 14 weeks paid primary caregiver leave

• 17% superannuation contributions

• 17.5% annual leave loading

• Access to flexible working arrangements including hybrid working options, flexible start/finish times, purchased leave, and a condensed fortnight

• Health and wellness discounts – fitness passport access, free yearly flu vaccinations, discounted health insurance, and access to our Employee Assistance Program for staff and their immediate family

• UQ Study for Staff

• On campus childcare options

• Cheap parking (from just $5.75 a day)

• Salary packaging options

About Advancement and Community Engagement

Throughout its history, The University of Queensland (UQ) has benefited from the support of its alumni and community through engagement, volunteering and philanthropic support. The St Lucia campus rests on land gifted through the Mayne siblings and the School of Veterinary Science continues to use farmland at Pinjarra Hills, donated to the University in the early 1920s. Today, the University continues to prioritise the importance of Advancement and Community Engagement including the successful delivery of UQ’s first comprehensive campaign, Not if, When – The Campaign to Create Change. When closed in 2020 the campaign had raised $607M from 16,643 donors across 16 countries.

We remain committed to positioning UQ as a worthy destination for philanthropy, ensuring future generations have access to educational opportunity and that we continue to deliver world leading research and innovation. Equally, our focus is on building strong relationships with more than 315,000 alumni worldwide, as Change Makers. Together we create opportunities to share knowledge, skills, ideas and provide mentoring and peer coaching opportunities, that provide lifelong beneficial partnerships. As the visible ‘front door’ to UQ, Advancement and Community Engagement also leads a program focused on enriching our communities through access to events, lectures, and outreach initiatives with a focus on the State as part of The Queensland Commitment.

The Office of the Vice-President Advancement and Community Engagement is supported by four portfolios:

• Philanthropy

• Alumni and Community Engagement

• Advancement Services

• The Queensland Commitment Program Office

For further information about Advancement and Community Engagement, see:

• alumni.uq.edu.au/giving

• partners-community.uq.edu.au/queensland-commitment

• stories.uq.edu.au/alumni/your-impact/index.html

About You

We are seeking a motivated, organised and experienced Senior Executive Assistant to provide a high level of executive assistance and administrative support the Executive Team within Advancement and Community Engagement.

• Excellent organisational and time management skills, with a proven ability to prioritise and demonstrate flexibility to meet frequent deadlines.

• Excellent interpersonal and relationship management skills, including the ability to effectively collaborate with colleagues and partners at all levels.

• The ability to maintain confidentiality and exercise discretion, diplomacy and judgment.

• Strong problem-solving skills, and proven ability to proactively contribute to the operational efficiency of an organisational unit.

• A demonstrated commitment to fostering a strong team culture.

• A demonstrated capacity and desire to learn and grow.​

• A degree with subsequent relevant experience; or extensive experience and specialist expertise or broad knowledge in administration, business or executive support in a large and/or complex organisational context; or an equivalent combination of relevant experience and/or education/training.

• Knowledge of administrative procedures, organisational structures and functions of the University of Queensland, or the ability to rapidly acquire this.

• Experience relating to fundraising, and alumni and community engagement.

The successful candidate may be required to complete a number of pre-employment checks, including: right to work in Australia, criminal check

Questions? 

For more information about this opportunity, please contact Briony Beaumont, Director, Office of the Vice-President, Advancement and Community Engagement via [email protected] / 0439 360 357.  

For application queries or a copy of the position description, please contact [email protected] stating the job reference number (below) in the subject line. 
 

Want to Apply? 

All applicants must upload the following documents in order for your application to be considered:

• Cover letter summarising how your background aligns to the ‘About You’ section  

• Resume 

Other Information 

UQ is committed to a fair, equitable and inclusive selection process, which recognises that some applicants may face additional barriers and challenges which have impacted and/or continue to impact their career trajectory. Candidates who don’t meet all criteria are encouraged to apply and demonstrate their potential. The selection panel considers both potential and performance relative to opportunities when assessing suitability for the role.

We know one of our strengths as an institution lies in our diverse colleagues. We're dedicated to equity, diversity, and inclusion, fostering an environment that mirrors our wider community. We're committed to attracting, retaining, and promoting diverse talent. Reach out to [email protected] for accessibility support or adjustments.

Applications close 16 January 2025 at 11.00pm AEST (R-40738).

Please note applications will be reviewed as received. Candidates may be interviewed prior to the job closing date. We encourage candidates to apply as soon as possible. The University of Queensland reserves the right to close this application process early.