University of Newcastle Students' Association – Callaghan NSW

Be at the heart of a busy, student-focused organisation

UNSA is seeking an experienced and highly organised Office Manager to provide confidential executive and administrative support to the Chief Executive Officer, Executive Leadership Team and UNSA staff.

This is an opportunity to join a student-led organisation supporting more than 37,000 students through advocacy, wellbeing services, clubs and societies, student leadership programs, events, student media and social enterprise initiatives.

The Office Manager supports the effective day-to-day operation of UNSA while providing administrative support to the Executive team, Board governance, Finance, People & Culture and office operations.

Why Join UNSA?

As Office Manager, you'll work closely with the CEO and Executive Leadership Team while contributing across a diverse range of organisational activities.

This is a rewarding opportunity to:

- Provide trusted executive and administrative support to the CEO and Executive Leadership Team.
- Contribute across governance, financial administration, People & Culture and office operations.
- Build positive relationships with UNSA colleagues, Board and Student Representative Council members, University stakeholders and external providers.
- Support key organisational processes across policy, risk and compliance.
- Contribute to improvements in administrative systems, policies and procedures.

About the Role

As an experienced Office Manager you will:

- Provide confidential executive and administrative support, including calendar management, meeting coordination, correspondence, reports and travel arrangements.
- Coordinate Board of Directors, Student Representative Council and internal meetings, including agendas, papers, minutes and action registers.
- Support Board and Student Representative Council onboarding, induction, record management and system set-up.
- Maintain key organisational registers and coordinate policy, risk and compliance schedules.
- Administer accounts payable and receivable, including invoices, payment runs,



authorised payments and associated financial records.
- Process honorarium payments and support basic bookkeeping, payroll administration and financial reporting activities as directed.
- Provide People & Culture administration across the employee lifecycle, including recruitment coordination, onboarding, employment documentation, staff changes and offboarding.
- Coordinate day-to-day office administration, including assets, facilities, suppliers, bookings, stock and administrative records.
- Maintain accurate and confidential records and contribute to improvements in administrative policies, procedures and systems.
- Liaise with UNSA colleagues and relevant University service areas to provide accurate information and appropriate referrals for students and other stakeholders.

This is a permanent part time role (25 hours per week), based at the UNSA Building, Callaghan Campus and may require occasional travel between campuses in Newcastle, the Central Coast and Sydney.

About You

Ideally, we are looking for someone who has:

- Previous experience in an Office Manager or senior administrative role, providing confidential support to executives and leadership teams.
- Well-developed organisational and time management skills, including calendar management, meeting coordination and managing competing priorities.
- Well-developed written communication and interpersonal skills, including preparing correspondence, accurate minutes and liaising with diverse stakeholders.
- The ability to exercise sound judgement, maintain confidentiality and take initiative within delegated authority.




- Well-developed problem-solving skills and attention to detail in maintaining accurate records and improving administrative processes.
- Proficiency in Microsoft Office, including Word, Excel and Outlook, and the ability to use internal systems and coordinate user access and system set-up.
- Experience administering accounts payable and receivable, processing payments and maintaining accurate financial records.
- Experience supporting staff onboarding and employee lifecycle administration, with appropriate handling of sensitive people-related information.

You will also have:

- A Bachelor Degree in Business, Management or similar with relevant industry experience, or an equivalent combination of qualified administrative experience and/or education and training.
- A First Aid Certificate.
- A National Police Check.
- A NSW Driver Licence and reliable vehicle for travel between campuses if required.
- Experience working in a University environment and experience providing not-for-profit Board governance or company secretary administrative support, including meeting minutes and member onboarding, are desirable.

Ethical Recruitment Information

UNSA's values are Respectful Collaboration, Kindness & Compassion, Safety & Security, Inclusivity & Diversity, and Empowerment. As such, UNSA has a strong commitment to ethical recruitment and workplace diversity. We understand we have a corporate social responsibility, and we want our organisation to reflect our University community; diverse, welcoming and inclusive. We strongly encourage participants to be open and honest during the recruitment process as we want you to bring your whole self to UNSA.

We welcome applications from all suitably qualified candidates. Aboriginal and Torres Strait Islander candidates, LGBTQIA+ community members, culturally & linguistically diverse backgrounds, those with lived experience of disability, women and those aged over 50, are all particularly encouraged to apply.

Contact

For a confidential discussion about the role, please contact Jessica Elliott on ***************@newcastle.edu.au.

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📌 Office Manager (Newcastle)
🏢 University Of Newcastle Students' Association
📍 Newcastle