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 2023-2025 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.

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 (Port Phillip City)
🏢 University of Melbourne Student Union
📍 Port Phillip City