Executive Assistant, Deanery Operations

Job no: 0062361
Location: Parkville
Role type: Full-time - fixed term (12 month maternity leave)
Faculty: Medicine, Dentistry and Health Sciences
Department: Office of the Chief Operating Officer / Deanery
Salary: UOM 6 – $92,749 - $100,397 p.a. plus 17% super

• Optimise workflows to ensure smooth efficiency and effective collaboration, driving steady progress towards our goals.
• Opportunity to work in a dynamic environment, contributing to diverse tasks and continuous improvement initiatives.
• Salary packaging, subsidised health and wellbeing services, fitness and cultural clubs, Myki discounts, and a 25% discount on graduate courses to our staff and their immediate families!

About the Role
Provide administrative support to members of the MDHS Executive, ensuring efficient workflow within the Deanery. This role encompasses diverse tasks in a fast-paced environment, demanding excellent organisational, time management, and interpersonal skills to facilitate the smooth functioning of executives and contribute to team-based initiatives. The successful candidate will handle concurrent tasks independently, demonstrating discretion, professionalism, and a commitment to continuous improvement.

Your responsibilities will include:

• Provide a high level of administrative support to ensure efficient running of the day-to-day activities within the office.
• Provide specialised and in-depth executive support services to the Deanery and their assigned Executive/s as determined by the Executive Assistant to the Dean.
• Work in a complex environment and operate within diverse and standardised procedures as part of the Deanery administrative support team, supporting other team members where required.
• Build and maintain strong and effective relationships with staff in the Faculty and administrative service units to ensure the efficient and diplomatic delivery of administrative services.

Who We Are Looking For
The successful candidate should possess advanced proficiency in Microsoft Office suite and demonstrate a quick grasp of complex systems. They must excel in interpersonal communication, be proactive in problem-solving, and exhibit strong teamwork, adaptability, and prioritisation skills to handle diverse tasks efficiently.

You will also have:

• A degree / diploma in an appropriate field together with subsequent experience, or an equivalent combination of relevant experience and/or education/training.
• Forward-looking thinker, who actively seeks opportunities and proposes solutions.
• A commitment to innovation and continuous improvement.
• Demonstrated ability to prioritise in the planning, coordination, and completion of tasks to meet deadlines with a high degree of accuracy.
• A proven and positive team player, with the willingness to ‘pitch in’ to assist and support others.

For further information regarding responsibilities and requirements, please refer to the attached PD.

This role requires that the successful candidate must undergo and maintain an up-to-date Working with Children Check. This is essential to guarantee a secure environment for all individuals at the University. In the case the selected candidate doesn't have a valid Working with Children Check, they will be able to apply for the WWCC as part of the initial onboarding procedures.

Please note: Visa sponsorship is not available for this position. This role requires current valid work rights for Australia.

Your New Team – Faculty of Medicine, Dentistry & Health Sciences
The Faculty of Medicine, Dentistry and Health Sciences is a diverse faculty renowned for its research excellence, teaching, training, and policy leadership across the breadth of medical, biomedical and health science fields.  

Led by the Dean, Professor Jane Gunn, the faculty is Australia’s overall leader in clinical, pre-clinical and health sciences, and sits at the heart of a flourishing ecosystem of globally recognised health and biomedical organisations across Victoria. Partnerships are key to our continued success in education, research and enhancing the health and wellbeing of our communities.  

What We Offer You!
In addition, we offer the opportunity to be part of a vibrant community and enjoy a range of benefits, including generous leave provisions, salary packaging, health and well-being services and discounts on graduate courses. For more information, check out our benefits page!

About the University of Melbourne
We’re tightly connected with the community, both at home and abroad. We take pride in our people, who all contribute to our mission to benefit society through the transformative impact of education and research. Discover more via our website and stay connected with our stories and people on LinkedIn.   

Be Yourself
The University of Melbourne values the unique backgrounds, experiences and contributions that each person brings to our community and welcomes and celebrates diversity.  First Nations people, those identifying as LGBTQIA+, parents, carers, people of all ages, abilities and genders, and people of diverse ethnicity, nationality and faith are encouraged to apply. Our aim is to create a workforce that reflects the diversity of the community in which we live. For more information please visit our Diversity and Inclusion page.

We are dedicated to ensuring barrier free and inclusive practices to recruit the most talented candidates. If you require reasonable adjustments, please contact Kim Groizard at [email protected], with an email containing your name and contact details for a confidential discussion. Please ensure your email is titled "Reasonable Adjustments Request".

Aboriginal and Torres Strait Islander Applicants
We aspire to be the University of choice for Indigenous Australians, with unprecedented investment to attract, nurture and retain Aboriginal and Torres Strait Islander students and staff. Tangible support through a range of programs and initiatives will ensure that you personally succeed and flourish while at the University of Melbourne.

For further information, including our 2023-2027 Indigenous strategy please visit -https://about.unimelb.edu.au/reconciliation/murmuk-djerring

Join Us!
If you feel this role is right for you, please apply with the following documents: 

• Resume
• Cover Letter outlining your interest and experience

Please note that you are not required to respond to the selection criteria in the Position Description.

If you have any questions regarding the recruitment process, please feel free to contact Brett Verity via email at [email protected], ensuring that you include the Position Number and the Job Title as the subject. Please do not share your application to this email address.

If you have any particular questions regarding the job please follow the details listed on the Position Description.