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 clear, 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 skilled 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.
ADVANTAGES
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 ****
#J-*****-Ljbffr

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