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Executive Officer

Apply now Job no: 497708
Work type: Full time
Location: Hobart
Categories: Administration

Executive Officer

  • Permanent, full-time position.
  • Based in Hobart

The Opportunity

The Executive Officer will provide executive support to and work closely with the Deputy Vice-Chancellor (Academic), including high level administration skills, strategic diary and scheduling management, working on finance, people, strategic planning and governance processes, both independently and part of a larger team. The role is a mix of regular, cyclical tasks and reporting cycles as well as the opportunity to work on strategic projects that advance the academic business of the University of Tasmania. The Executive Officer demonstrates initiative, independently identifying areas for improvement within the team and broader Division, using problem-solving skills to address these or judgment to elevate as necessary.

Key Accountabilities:

  • Pro-actively monitor and manage incoming communication for the Deputy Vice-Chancellor (Academic), ensuring all contact is followed up and appropriate action is taken.
  • Manage the Deputy Vice-Chancellor (Academic) schedule of commitments, including all travel arrangements with a focus on both the short- and longer-term view. This includes providing recommendations regarding managing competing priorities, negotiating availabilities with senior staff and external stakeholders, and ensuring scheduled meetings are strategically aligned and organisationally appropriate.
  • Financial processes, such as assisting with financial planning and reporting, coordinating business case submission processes, attending budget planning and review meetings, raising purchase orders (including travel bookings), and reconciling expenses.
  • People processes, including audit and verification of establishment budgets against human resources records, supporting the recruitment of senior divisional staff, lodging PageUp requests and providing basic advice to Divisional colleagues.
  • Project and strategy support, including using existing templates to work with project leads to compile project documentation (such as schedules, risk registers and governance charts), project coordination, event organisation, communications including managing divisional internet and intranet sites, and running reports on existing projects using the MySTAR database.

Your Application

To be successful in the role, your application will need to highlight:

  • Excellent communication and interpersonal skills, including negotiation and conflict resolution, with the ability to exercise judgement on complex and sensitive issues.
  • Demonstrated strong ability to manage priorities, including timelines and budgets.
  • Strong written communication skills, with a demonstrated ability to compile documents (such as submissions, briefing notes and PowerPoint presentations) for diverse audiences
  • Demonstrated ability to work independently with competing deadlines, and the capability to make sound independent decisions.
  • Experience in the provision of secretariat support to committees and working parties.

Experience in managing the diary of a senior executive staff member in a large organisation will be highly regarded.

Remuneration

Appointment to this role will be at HEO 7 and will have a total remuneration package of up to $119,949 comprising base salary within the range of $93,273 to $102,251 plus 17% superannuation.

COVID-19 Update:

The University of Tasmania recognises that this is critical for the workforce at the University to protect the safety of our workforce and vulnerable Tasmanians.

Applicants for this role must be prepared to provide evidence of Covid-19 vaccination as a condition of employment.

How to Apply

  • To apply online, please provide the following supporting documentation:
    • Resume;
    • Cover letter outlining your suitability and motivation for the role;
    • Your responses to the success criteria.
  • For further information about this position, please contact Martin Grimmer at martin.grimmer@utas.edu.au
  • Please visit https://www.utas.edu.au/jobs/applying for our guide to applying and details on the recruitment process.

Applications close Monday, 15th August 2022, 11.55pm

Download File Position Description - Executive Officer to DVCA.pdf

COVID-19 Update: The University of Tasmania recognises that this is critical for the workforce at the University to protect the safety of our workforce and vulnerable Tasmanians. Applicants for this role must be prepared to provide evidence of Covid-19 vaccination as a condition of employment.

To be eligible for this position, you are required to have Australian citizenship, permanent residence or a current valid visa that allows you to fulfil the requirements of this role.

Advertised: Tasmania Standard Time
Applications close: Tasmania Standard Time

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