Program Administrator - Science

Job no: 498926
Work type: Fixed term / Full time
Location: Sydney, NSW
Categories: Administration, Human Resources, Research Administration support, Student Recruitment / Admissions

  • One of Australia’s leading research & teaching universities
  • Vibrant campus life with a strong sense of community & inclusion
  • Enjoy a career that makes a difference by collaborating & learning from the best

At UNSW, we pride ourselves on being a workplace where the best people come to do their best work.

The Faculty of Science is one of the largest and most complex faculties of UNSW Sydney. It comprises the Schools of Aviation, Biological Earth and Environmental Science (BEES), Biotechnology and Biomolecular Sciences (BABS), Chemistry, Materials Science and Engineering (MSE), Mathematics and Statistics, Optometry and Vision Science (OVS), Psychology, and Physics. It also includes a number of major Research Centres and field stations.

The Program Administrator plays a key role in supporting the UNSW Women in STEM Projects and general administration within the UNSW Science Dean’s Unit. The two main projects are the UNSW Women in Science and Maths Champions Program and the office of the Australian Government’s Women in STEM Ambassador, Prof. Lisa Harvey-Smith. The Champions Program is an annual program with two streams; PhD candidates and Early Career Scientists. The Program contributes to UNSW Science achieving its Equity, Diversity and Inclusion objectives aligned with Strategy 2025. The office of the Australian Government’s Women in STEM Ambassador is responsible for increasing the participation of women and girls in STEM studies and careers across Australia.

About the role

  • $74K - $84K plus 9.5% Superannuation and annual leave loading
  • Fixed Term – 12 months
  • Full time (35 hours)

The role of Program Administrator reports to the Project Officer, UNSW Women in Maths and Science Champions Program and has no direct reports.

Specific responsibilities for this role include:

  • Coordinate meetings and workshops including room and catering booking, room set up and pack down and preparing necessary documentation for meetings and committees.
  • Support stakeholder communication including monitoring the shared inboxes, processing enquiries from a wide variety of stakeholders and liaising with UNSW Women in Maths and Science Champions Program participants.
  • Support Program recruitment including processing applications and the preparation of necessary documentation for the selection process.
  • Support project evaluation including formatting surveys, collating findings and preparing reports.
  • Provide assistance with general administration duties as required including purchasing, travel booking, credit card reconciliation and payment requests.
  • Maintain up to date record keeping and tracking where required, to ensure that information and requests can be easily retrieved.
  • Apply, interpret and advise on relevant policies and procedures; contribute to the development, continuous improvement and implementation of administrative systems and guidelines.
  • Other duties as directed by the Project Officer, UNSW Women in Maths and Science Champions Program.
  • Cooperate with all health and safety policies and procedures of the university and take all reasonable care to ensure that your actions or omissions do not impact on the health and safety of yourself or others.

About the successful applicant

To be successful in this role you will have:

  • Demonstrated administrative experience within a large and complex institution or equivalent.
  • Demonstrated time management and organisational skills with a proven ability to establish priorities, achieve objectives and meet deadlines.
  • Demonstrated ability to apply, interpret, advise on and contribute to the development of protocols, procedures, guidelines and administrative systems.
  • Well-developed interpersonal and communication skills with a customer service focus and the ability to liaise with a diversity of stakeholders at all levels across an organisation.
  • A performance-oriented approach with demonstrated ability to act with a high level of independence, initiative, problem solving, analysis and judgment to provide accurate and appropriate outcomes.
  • Advanced word processing, PowerPoint, spreadsheet, database, desktop publishing, internet and e-mail skills, including proficiency with computer packages including Microsoft Office.
  • Knowledge of health and safety responsibilities and commitment to attending relevant health and safety training.

You should systematically address the selection criteria listed within the position description in your application.

For informal queries, please see the below contact details.

Otherwise, please apply online - applications will not be accepted if sent directly to the contact listed.

Siobhan Campbell

Applications close: February 19th, 2020

Find out more about working at UNSW at

UNSW aspires to be the exemplar Australian university and employer of choice for people from diverse backgrounds. UNSW aims to ensure equality in recruitment, development, retention and promotion of staff and that no-one is disadvantaged on the basis of their gender, cultural background, disability, sexual orientation or identity or Indigenous heritage. We encourage everyone who meets the selection criteria to apply.

UNSW partners with Australia’s leading diversity organisations, networks, and campaigns. Please refer to UNSW’s diversity offerings for further information on our flexible work and leave options, and support for carers (childcare, parent rooms, parental leave).

Position Description

Advertised: 05 Feb 2020 AUS Eastern Daylight Time
Applications close: 19 Feb 2020 AUS Eastern Daylight Time