Research Education Administrator

Enterprise Agreement

Health and Allied Services, Managers and Administrative Workers (Victorian Public Sector) (Single Interest Employers) Enterprise Agreement 2021-2025

Classification or Salary Range

HS2

Immunisation Risk Category

Immunisation Category C

Key Relationships Internal

• Head, Research Education

• Research Education Coordinator

• Research Education Officer

• Research students

• Student supervisors

• Cancer Research Professional Services team

• PeterMac Corporate Services Teams

• Cancer Research staff

• Core & Clinical Cohort Managers

Key Relationships External

• Universities

• Other research institutes, education facilities & providers

• Other organisations related to research, education, etc.

• Responsible Officers from The University of Melbourne

• Responsible Officers from the Department of Education and Training (Commonwealth Government)

• Responsible Officers from the Victorian Comprehensive Cancer Centre

• Industry Alliances and Partnerships Leaders

• Prospective students

• Travel consultants

Key Accountabilities

1. Coordination and completion of all administrative tasks

• Effective handling of incoming telephone calls and emails;
• Excellent word processing skills, ensuring documents are accurate and well presented;
• Adherence to Peter Mac Style Guide for the preparation of all documents;
• Highly developed skills in the preparation and use of spreadsheets and databases;
• Efficient diary management, meeting scheduling and travel co-ordination;
• Minute taking and providing secretariat support.

2 . University department administration

• Provide administrative support and advice for student advisory committees, including organising meetings and circulating reports and actioning changes as required;
• Keep track of advisory committee quorum requirements (eg: ensuring the key committee members are attending etc.)
• Assist with organizing milestone meetings such as PhD Confirmations/Formal Progress Reviews;
• Sending communication related to confirmations and completions for promotion within Cancer Research;
• Represent Research Education team in advisory committee meetings when required.
• Manage student records, e.g. maintaining files and records, mentor notes, managing seminar and advisory committee attendance records and providing data analysis outputs when required;
• Maintain all student/office files to ensure compliance requirements are met

3. Onboarding/offboarding of students

• Onboarding honorary and visiting students within Cancer Research using People Hub.
• Act as a point of contact for student queries and provide information and advice related to onboarding and inductions.
• Assist in the planning and delivery of student induction and orientation programs
• Setup general IT access, security access, process variations and facilitate off-boarding at the end of a studentship.
• Liaise with People and Culture (P&C) to facilitate student tenure changes, such as transitioning from an Honorary to a paid employee and vice versa;
• Collaborate with various departments to gather necessary information to resolve queries and offer a smooth onboarding/ offboarding experience for students.
• Maintain detailed records of onboarding and offboarding data

4.  Financial transactions and documentation

• Manage and process reimbursements and prompt payment requisitions for students and the Research Education team.
• Maintain detailed records of finance spreadsheets with all outgoing and incoming financial transactions.
• Create and process sundry invoices for miscellaneous expenses and services, ensuring accuracy and compliance with company policies.

5. Research education events and student support

• Provide administrative assistance in school excursions and scheduling and managing the school work experience program;
• Advising prospective students about placement requirements and opportunities and maintaining records of inquiries.
• Facilitate student engagement opportunities including, seminars, conferences, Open Day, student orientation, student retreat and other professional development events;
• Demonstrable ability to calmly and effectively prioritise a variety of tasks for a number of different people, often with competing deadlines;
• Excellent organisational, time management and forward planning skills;
• High level of attention to detail maintained across all duties;
• Coordinate presenters, schedules, venue bookings, catering, transportation, hotels, A/V, entertainment, etc.

6. Process implementation and quality assurance

• Contribute towards identifying process improvements and developing consistent and reliable procedures that are responsive to user needs;
• Develop and maintain quality assurance processes to ensure the accuracy, integrity and timeliness of information collected and reported;
• Maintain the Research student management database.

7. Confidentiality

• High levels of care taken to maintain the confidentiality and security of documents and information;
• Deal with personal and/or sensitive information with a high degree of integrity and discretion.

8. Contribute to the overall provision of quality of the professional services team

• Liaise with the wider OCR and OCE teams to ensure areas of crossover are dealt with effectively;

• Foster high standards of service provision by maintaining collaborative relationships with colleagues;

• Participate in the development and implementation of OCR and OCE projects.