POSITION TITLE Administrative Assistant
SCHOOL / CUDOS, School of Physics
FACULTY / PSU Faculty of Science
CLASSIFICATION HEO 4
REPORTS TO Centre Administrator
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
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
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
Staff in the School of Physics & other As needed Advice on School and University
organisational units in the University policies & procedures
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.
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 &
CENTRE SIZE 25 staff and up
to 30 students
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
Minimum one year’s administrative experience in an office X
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
Ability to use initiative, prioritise own workload and plan small X
High level computer skills with proficiency in the Microsoft Suite X
of programs; efficient use of the internet; database skills
Experience in a similar position in a university or research X
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.
LINE MANAGER The Line Manager’s signature confirms this position
description is a true reflection of the duties required.
DELEGATED OFFICER The Delegated Officer’s signature confirms approval for the
position description as required by the business.
HR USE ONLY