Jobs and Careers

Executive Assistant to Head of School 

• Demonstrate exceptional organisational skills and adeptly handle competing priorities
• Effectively use Microsoft office, internet and university systems while maintaining confidentiality
• Full time, ongoing role, based in Hobart

About the opportunity

The Executive Assistant is based in the School of Pharmacy and Pharmacology and School of Psychological Sciences within the College of Health and Medicine. The College of Health and Medicine brings together the Schools of Health Sciences, Nursing, Medicine, Pharmacy and Pharmacology, Psychological Science, Paramedicine and the Menzies Institute for Medical Research and the Wicking Dementia Research and Education Centre. This structure enables the University of Tasmania to boost health and medical research performance, deliver evidence-based learning and practice, and transform health outcomes for the Tasmanian community.

The Executive Assistant, under the broad direction of the Business Manager, provides a range of administrative, procedural, human resource, financial and facilities support services to both Heads of School, executive leadership teams, academic staff and students. Responsibilities of the role include providing executive assistance to the Heads of School, diary management, intra-school communications, purchasing, record keeping and supporting governance, planning, human resources and external relations.

The position requires close working relations with both academic and professional staff within the School, the College and must be able to relate effectively with all University staff and students, as well as members of the public and key health stakeholders.

The role requires an ability to effectively use University systems to implement and apply policies and procedures to meet school objectives.  Discretion and confidentiality is essential.

What you’ll do:

• Provide high level executive support and services to the Heads of School including preparing correspondence and reports, organising meetings, managing diary commitments and making travel arrangements.
• Using project management principles, develop, implement, and maintain procedures and documentation surrounding key strategic and business-as-usual projects and tasks
• Act as liaison point for industry partners and stakeholders when interacting with the School.
• Develop, implement and maintain procedures and documentation surrounding academic staff performance management, academic probationary requirements and adjunct appointments and maintain accurate information relating to these as per University policy.
• Effectively use the Microsoft Office suite, internet browsers and University-wide systems to prepare correspondence, reports and communications to ensure administrative procedures and services are effective and efficient and support the School’s strategy and objectives.­

What we’re looking for:

• Completion of Diploma level qualification in a relevant area or an equivalent combination of relevant experience and/or education/training.
• Extensive experience providing executive administrative support. Strong organisational skills with the ability to plan and organise self and others to ensure timely completion of all tasks, manage competing deadlines, exercise sound judgement, and maintain confidentiality in a complex work environment.
• Demonstrated high level communication skills (written, oral and interpersonal) and demonstrated ability to interact and communicate effectively and professionally with colleagues, students, members of the public, professional bodies, and stakeholders, across a range of positions.
• Proficiency and demonstrated capacity to work in Microsoft Word, Outlook, PowerPoint, Excel, Teams/and or Zoom with a high level of accuracy and attention to detail. Experience using organisation-wide systems including procurement, student records, human resources, and service administration.

Salary details

Appointment to this role will be at HEO 5 and will have a total remuneration package of up to $102,190 comprising base salary within the range of $78,210 to $87,342 plus 17% superannuation.

How to Apply

• To apply online, please provide your CV and 1-2-page cover letter outlining your interest in the role, skills, capabilities and experience.  You do not need to separately address the success criteria.
• For further information about this position, please contact Tamara Zimmerli, Business Manager, Tamara.McConnon@utas.edu.au or 03 6226 1064
• Please visit https://www.utas.edu.au/jobs/applying for our guide to applying and details on the recruitment process.
• Please refer to the attached Position Description Below for full details.

 Position Description - 500168 - Executive Assistant.pdf

Applications close Thursday, 18 July 2024, 11.55pm

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.