Docstoc

Document Title _adjust in Document Properties_

Document Sample
Document Title _adjust in Document Properties_ Powered By Docstoc
					                                                                     POSITION DESCRIPTION

POSITION DETAILS
POSITION TITLE       Administrative Assistant

SCHOOL /             CUDOS, School of Physics
DEPARTMENT

FACULTY / PSU        Faculty of Science

CLASSIFICATION HEO 4

REPORTS TO           Centre Administrator


PRIMARY FUNCTION
Under the direction of the Centre Administrator, the Administrative Assistant supports the
activities of CUDOS and provides a broad range of administrative support to the Centre’s
Senior staff located at the University of Sydney.


OVERVIEW OF THE SCHOOL / DEPARTMENT AND POSITION CONTEXT
CUDOS, the ARC Centre of Excellence in Ultrahigh bandwidth Devices for Optical Systems
has been refunded from 2011 to 2017, with new partners and a new and expanded research
program that builds on the earlier CUDOS research breakthroughs on the “photonic chip”.
The research program is led by the Centre Director and the Centre’s operations are managed
by the Chief Operations Officer, with the support of the Centre Administrator. The Centre’s
research program involves over 120 researchers and students from seven universities
(Sydney, ANU, Macquarie, UTS, Swinburne, RMIT and Monash) and has major international
links and partner organisations worldwide. The Centre is headquartered in the School of
Physics at the University of Sydney and as such this position is part of the team that has
responsibility for delivering financial, HR and office management services to staff and
students in the University. The position also works cooperatively with staff and students in the
other collaborating universities on CUDOS wide events.


KEY ACCOUNTABILITIES AND RESPONSIBILITIES
   Carry out general administrative tasks including the maintenance of Centre           daily
1. databases relating to contacts, publications & photos, update of email & mailing
   lists; booking rooms for meetings and other events & organising catering &
   hospitality; ordering stationery, distributing mail, updating noticeboards and
   maintenance of office equipment.

   Assist with financial administration including monthly credit card reconciliation    weekly
2. using Spendvision and other University systems, processing invoices and
   preparing payment requests.

   Provide the Director with administrative support relating to his extensive travel    As
3. schedule; eg arranging visa applications, follow up on sponsorships and              required
   reimbursements.

   Assist in the administration of HR related matters including preparing and              weekly
4. monitoring paperwork for staff appointments, visiting scholars and occupational
   trainees; assisting with transportation and accommodation requirements

   Coordinate the provision of office facilities for new and visiting staff, including:    weekly
5. arranging furniture, keys, laboratory and afterhours access cards, signage,
   computer hardware and network access.

   Prepare and maintain Centre documentation and other materials, eg corporate             As
6. stationery, utilising a range of software applications including word processing,       required

   spreadsheets, databases and presentations packages; eg corporate stationery.

   Contribute to and maintain up to date information on both printed material and          ongoing
7. the CUDOS websites regarding the Centre’s research program and staff.

   Assist with event preparation and management including the Annual CUDOS                 As
8. Workshop, Seminars, Symposiums, Planning Days, Outreach Activities etc                  required



   Perform other routine tasks and undertake special projects as directed,                 As
9. consistent with the level of the position.                                              required




KEY RELATIONSHIPS
INTERNAL

MAIN CONTACT                                   FREQUENCY PURPOSE

Centre Administrator                           Daily            direction and support in the role

Director & COO                                 As needed        Direction for administrative needs

Research staff & Students                      Daily            Direction for support
                                                                requirements

Staff in the School of Physics & other         As needed        Advice on School and University
organisational units in the University                          policies & procedures

EXTERNAL

MAIN CONTACT                                   FREQUENCY PURPOSE

External suppliers                             As needed        Arrange goods and services

Visiting local and international academics     As needed        Liaison on support needs


DECISION MAKING AND DELEGATIONS OF AUTHORITY
Day to day problem solving under the general direction of the Centre Administrator.


                                                                                             Page 2
POSITION DIMENSIONS
STAFF DATA

NUMBER OF DIRECT REPORTS TO THIS POSITION, CLASSIFICATION                    None
AND NUMBER OF INCUMBENTS.

NUMBER OF REPORTS VIA SUBORDINATES (INDIRECTLY) TO THIS                      None
POSITION, CLASSIFICATION AND NUMBER OF INCUMBENTS.


SCHOOL/DEPARTMENT SIZE                                                       250 staff &
                                                                             students

CENTRE SIZE                                                                  25 staff and up
                                                                             to 30 students

FINANCIAL DATA

SALARY BUDGET                                                                N/A

NON-SALARY BUDGET                                                            N/A

GRANT BUDGET                                                                 N/A

OTHER AMOUNTS                                                                N/A

KNOWLEDGE, SKILLS, EXPERIENCE AND QUALIFICATIONS
CRITERIA                                                             ESSENTIAL DESIRABLE

Qualifications: diploma level qualification with relevant               X
experience or an equivalent combination or relevant experience
and/or education/training

Minimum one year’s administrative experience in an office               X
environment

Good oral and written communication skills and the ability to           X
relate to people from all backgrounds

Ability to work independently and as part of a team                     X

Demonstrated attention to detail and ability to work with multiple      X
deadlines

Ability to use initiative, prioritise own workload and plan small       X
projects

High level computer skills with proficiency in the Microsoft Suite      X



                                                                                      Page 3
of programs; efficient use of the internet; database skills

Experience in a similar position in a university or research                                 X
environment


Experience with Web Content Management Systems and/or                                        X
other design packages (eg InDesign, Photoshop, Illustrator) or
the ability to quickly learn new applications

EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION
Demonstrated understanding of the incorporation into University life of the principles of Equal
Employment Opportunity and Affirmative Action; and ability to work positively with staff and
students from a diverse range of backgrounds.

OCCUPATIONAL HEALTH AND SAFETY
Understand your OHS responsibilities and actively ensure the health, safety and wellbeing of
yourself and others at work in accordance with your delegated authority, as described in the
University OHS Policy and Guidelines.

ORGANISATIONAL CHART
Attached

SIGNATURE
LINE MANAGER                      The Line Manager’s signature confirms this position
                                  description is a true reflection of the duties required.

SIGNATURE



DATE


DELEGATED OFFICER                 The Delegated Officer’s signature confirms approval for the
                                  position description as required by the business.

SIGNATURE



DATE


HR USE ONLY
CLASSIFICATION                                        CLASSIFICATION



                                                                                             Page 4
DATE   CODE




              Page 5

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:0
posted:2/12/2012
language:
pages:5