Executive Assistant / Research Admin Officer

    Institution Info
    The University of Melbourne The University of Melbourne
    Parkville, Vic, Australia Phone: 03 9035 5511
    Web Site: www.unimelb.edu.au/

    Institution Profile

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Job ID:



Hospital based, Vic 


Medicine and Health

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Employment Type:

Fixed Term

Job Description:

Founded in 1853, the University of Melbourne is Australia’s #1 university and is consistently ranked amongst the leading universities in the world. We are proud of our people, our commitment to research and teaching excellence, and our global engagement.

About the Baker Department of Cardiometabolic Health

The Baker Department of Cardiometabolic Health is an exciting new collaboration between the Melbourne Medical School and the Baker Heart and Diabetes Institute. This initiative will leverage both organisations’ strengths in cardiometabolic capabilities.

This new Department is focusing on research and innovation to improve the lives of people with, or at risk of, cardiovascular disease (CVD), obesity and diabetes. This work will include:

  • Developing novel targets and therapeutics
  • Using big data and new technologies, such as genomics, to transform prevention, diagnosis and disease management
  • A focus on clinical translation
  • Contributing to clinical service delivery and prevention.

About the Role

The Executive Assistant / Research Administration Officer will be responsible for providing a range of high-level secretarial, administrative and operational support to the Head of the Baker Department of Cardiometabolic Health (located at University of Melbourne) and the Deputy Director of the Baker Heart and Diabetes Institute (located at the Alfred Health campus).

This multi-faceted role involves managing a diverse range of tasks in line with applicable policies and processes from both sites. It will require excellent interpersonal communication, and an ability to quickly learn and adapt to new systems across both the University of Melbourne and the Baker Heart and Diabetes Institute.

In a typical week at work, you may:

  • Edit and assist with scientific and administrative documents, including research and collation of materials in preparation for various reports, submissions, proposals, meetings and other projects.
  • Provide administrative support for the successful completion of a range of projects including; arrange and co-ordinate meetings, seminars and conferences, develop and maintain project documentation, manage project schedules and monitor deadlines.
  • Manage account keeping, credit card reconciliations, staff leave and new student processing.
  • Organise events such as conferences and seminars, including providing logistical and secretarial support.
  • Assist with ethics applications, grant and manuscript submissions and grant administration.

About You

You will be a self-motivated individual who is able to work independently, manage competing priorities and exercise good judgement in making decisions. You will have high level of interpersonal skills to effectively liaise with a wide range of people at a variety of levels internal and external to the Baker Institute.

Ideally, you will further have:

  • Completion of a science / health-related degree or extensive experience in a related research administration position.
  • Experience in preparing and editing documents, writing letters, preparing presentation material and documentation layout.
  • Knowledge and understanding of health or scientific terminology is highly desirable.
  • Proven proficiency in the use of Microsoft Office applications, including Word, Excel and PowerPoint, and other related software.
  • Ability to meet deadlines without compromising close attention to detail and accuracy.
  • Willingness to take initiative and to improve and enhance existing systems and procedures.

Benefits of Working with Us

In addition to having the opportunity to grow and be challenged, and to be part of vibrant campus life, our people enjoy a range of rewarding benefits:

  • Flexible working arrangements and generous personal, parental and cultural leave options
  • Competitive remuneration, 17% super, salary packaging and leave loading
  • Free and subsidised health and wellbeing services, and access to fitness and cultural clubs
  • Discounts on a wide range of products and services including Myki cards and Qantas Club
  • Career development opportunities and 25% off graduate courses for staff and their immediate families

To find out more, please visit https://about.unimelb.edu.au/careers.

Be Yourself @ UoM

We recognise that our employees are at the core of all our successes and achievements. We value the unique backgrounds, experiences and contributions that each person brings to our community, and we encourage and celebrate diversity. We promote inclusive behaviour, and we actively seek to learn from each other. Indigenous Australians are strongly encouraged to apply for our roles.

Join Us!

If you feel this role is right for you, please submit your application including a brief cover letter, your resume and your responses against the selection criteria* (found in the Position Description) for the role.

*For information to help you with compiling short statements to answer the selection criteria and competencies, please go to http://about.unimelb.edu.au/careers/selection-criteria

Should you require any reasonable adjustments with the recruitment process, please contact the Talent Acquisition team at hr-talent@unimelb.edu.au.



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