Clubs & Societies Administration Officer

University of Melbourne Student Union – Parkville VIC

ABOUT THE ROLE

Operating under general direction whilst undertaking most tasks, the Clubs & Societies Administration Officer is expected to provide administrative services for the Department following established processes, precedents, and through interpreting the Department’s rules; respond to club inquiries in consultation with the C&S; Manager; and work with the C&S; Manager and Office bearers. On occasion and under routine supervision to general direction, to perform more complex tasks, such as producing advice or recommendations applying the Department’s administrative procedure to unusual circumstances or advising on improvements to the Department’s rules and processes.

UMSU provides student-facing services and events on University of Melbourne campuses, and work is undertaken in person and on site (and after hours as required and/or will require some manual handling of equipment). UMSU staff employment conditions are covered by the University of Melbourne Student Union Agreement and associated policies, such as the Flexible Work Policy.

KEY RESPONSIBILITIES

Club Submissions

Review club submissions in key compliance areas, including but not limited to:

General Meetings

- Review and assess General Meeting submissions against written guidance and precedents
- Correspond with clubs to advise them on resolving issues, and manage responses
- Refer non-compliance to the Manager by preparing summaries and recommendations

Grants

- Review grant applications for compliance
- Review and process payment applications following standard procedures

Activity Reporting

- Review semesterly submissions for compliance
- Prepare summary reporting and refer non-compliance to the Manager

Audits

- Review club financial records for record-keeping and reporting compliance




- Assist with Clubs and Societies walk-in enquiries, phone enquiries, and emails
- Provide information and advice to clubs, applying and interpreting Department rules, regulations, procedures and precedents within established frameworks
- Triage incoming correspondence for response, including referral to the C&S; Manager or C&S; Office Bearers

Department Resources

- Coordinate annual locker use in accordance with department policy
- Maintain club mailboxes and mail distribution
- Maintain C&S; loanable resources, reporting any damage or loss to the C&S; Manager
- Update and maintain club membership products
- Under the direction of the Manager, manage end-of-year closure and renewal windows
- Prepare documents for Finance to pay out membership income to clubs

Administration and Process Improvement

- Make recommendations for process improvement
- Manage registration and records for in-person and online training
- Data entry and retrieval
- Office filing/archiving
- Word processing, spreadsheet manipulation and general administrative duties

ABOUT YOU

- Completion of a Certificate III or higher with relevant work-related experience
- Commitment to the provision of high-level customer service
- Ability to formulate correspondence, advice and summary reports in a explicit, concise and comprehensive manner
- Ability to apply Department rules, regulations and precedents to support decision-making
- Good interpersonal and communication skills,



including the ability to communicate sensitively with people from diverse cultural backgrounds
- Ability to work effectively as a member of a team, including liaising with elected student representatives
- Well-developed attention to detail
- Intermediate computer literacy and capability with the Microsoft Office suite
- A valid employee Working with Children Check
- Previous experience working in either the Education or Not-For Profit sectors (desirable)
- Demonstrated commitment to the principles of student unionism (desirable)

ABOUT US

The University of Melbourne Student Union (UMSU) is the independent, student-led voice for all University of Melbourne students. Governed by an elected Students' Council and student departments, we champion student perspectives and ensure students are at the heart of decision-making. Based in the University's vibrant student precinct, UMSU delivers a diverse range of programs, services, and events that enrich campus life—from arts and culture initiatives in professional creative spaces to student-led publications and over 200 affiliated clubs. We also provide vital support services, including free legal and advocacy assistance, and run initiatives such as food relief and volunteer programs. At our core, we are a social justice-driven organisation committed to inclusion, accessibility, and student wellbeing.

BENEFITS

- A chance to positively impact the lives of students
- 35 Hour working week (pro rata)
- 5 weeks (175 hours) paid Annual Leave per annum (pro rata)
- 15 days paid Personal/Carer's Leave per annum (pro rata)
- Three paid "Grace and Favour" days during year-end closure period (pro rata)
- Confidential access to an Employee Assistance Program

Applications for this position close at Midnight Sunday, 27 September 2026

#J-18808-Ljbffr

📌 Clubs & Societies Administration Officer (Melbourne)
🏢 University of Melbourne Student Union
📍 Melbourne