The Royal College of Pathologists of Australasia – Surry Hills NSW

The RCPA is committed to improving health outcomes through leadership in pathology, professional standards, education, training and innovation.

Purpose

- Support the administration and coordination of grants and grant-funded projects and strategic initiatives across RCPA with an initial focus on the Specialist Training Program (STP).
- Strengthen grant compliance and reporting by maintaining accurate records, supporting reporting and compliance activities, monitoring actions and maintaining timely milestone tracking. Facilitate the timely flow of information between stakeholders and coordinated preparation of supporting evidence and acquittal documentation.
- Promote consistent processes and effective collaboration across the College to support efficient grant and grant-funded project delivery.

This position is permanent part time at 0.4 FTE (2 days a week).

Key Accountabilities

- Provide administrative and coordination support for grants, grant-funded projects and strategic initiatives.
- Maintain accurate grant registers, reporting calendars, records, schedules/key milestones and document repositories across the grants portfolio.
- Monitor key milestones, reporting deadlines and action items and proactively, follow up outstanding information with key stakeholders and elevate delays, gaps or project matters requiring attention to the Head of Grants and Strategic Initiatives.
- Assist in the preparation and submission of grant applications, milestone reports,



progress reports and acquittal documentation by coordinating documentation, collating contributions and preparing submission materials for review and approval.
- Coordinate the collection and collation of information, supporting evidence and documentation required for grant and grant-funded project reporting.
- Support the preparation of grant claims and financial acquittals, working with Finance and relevant grant owners to collate expenditure records and supporting documentation.
- Maintain organised and accessible records of grant agreements, variations, correspondence, approvals and reporting evidence to support compliance and audit readiness.

Meeting and Governance Support

- Coordinate grants and grant-funded project meetings, workshops/webinars, committees and working groups including scheduling, room bookings, logistics and travel arrangements where required.
- Prepare and distribute agendas, papers and supporting documentation.
- Record and distribute meeting minutes and action items.
- Monitor and follow up agreed actions arising from meetings and governance forums.
- Support and assist with preparing grants dashboards, status reports and governance papers by collating information on progress,



milestones, risks and outstanding actions.

Reporting and Information Management

- Assist with preparing and maintaining grant and grant-funded project plans.
- Support the RCPA Grants and Strategic Initiatives team in the preparation of grant and grant-funded project and program reporting by collating progress updates, maintaining accurate and current records of project risks, issues and changes.
- Assist with developing and coordinating project surveys, collating responses and preparing summary findings.
- Contribute to the development and improvement of administrative procedures, team-oriented processes, templates and document control practices across the Grants Function.

Stakeholder Coordination

- Liaise with internal and external stakeholders to coordinate information, meetings, reporting requirements, and grant and grant-funded project activities.
- Support and assist with preparing project communication and engagement activities associated with grants and grant-funded projects, and maintaining accurate, current information on relevant websites and other communication channels.
- Respond to routine grant and project enquiries, referring complex matters to the appropriate person.

Other Duties

- Undertake other administrative and coordination responsibilities relevant to the role, as required.
- Works independently, exercising sound judgement on routine administrative matters and managing competing priorities to meet deadlines.
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📌 Coordinator - Grants and Projects (Sydney)
🏢 The Royal College of Pathologists of Australasia
📍 Sydney