Academic Support Assistant

The University of Newcastle; Newcastle City Council; On-site; AUD 77,000 - 84,000; Full time

Benefits offered by this job

17% superannuation

Salary packaging

Additional university holiday days

Personal, life, and parental leave

Discounts on private health insurance,

gym memberships

software

travel and more

Job summary

The University of Newcastle is seeking an Academic Support Assistant to help deliver health education programs and support the student lifecycle at Callaghan Campus. You will coordinate teaching operations, student enquiries, projects and events, building strong professional relationships across the University.

The role requires excellent organisational skills, professional communication, and the ability to use university systems.

Qualifications

• Strong organisational skills to manage competing demands.
• Clear and professional written and verbal communication with diverse stakeholders.
• High proficiency in Microsoft Office, Excel, SharePoint and email.
• Ability to maintain accuracy in handling information and processes.
• Ability to work both independently and in a team.

Responsibilities

• Provide education and administrative support across the student lifecycle.
• Work with timetabling, room bookings and examinations teams across the university.
• Support Honours project administration and student-related activities.
• Assist with planning and delivery of ceremonies, prize-giving events and School initiatives.
• Respond to student enquiries and provide accurate, timely information.
• Coordinate meetings, prepare agendas, record minutes and track actions.
• Maintain accurate records, documentation and filing systems.
• Utilise a range of university systems to support teaching and administrative processes.
• Collaborate with academic and professional staff to deliver School objectives.
• Contribute to projects and continuous improvement initiatives within the School.

Skills

Organisational skills

Communication skills

Attention to detail

Teamwork

Learn new systems quickly

Tools

Microsoft Office

Excel

SharePoint

Databases

Email systems

Job description

The University of Newcastle - Newcastle NSW

Be challenged and imagine with us

As an Academic Support Assistant, you'll play a vital role in supporting the delivery of health education programs that shape the future workforce. Working within the School of Health Sciences, you'll enjoy a diverse and fast-paced role, partnering with academics, students and professional staff to coordinate activities across the student lifecycle. From supporting teaching operations and student enquiries to coordinating projects, events and key administrative processes, you'll be empowered to make a meaningful contribution to the student experience while building strong professional relationships across the University.

In this role you will:

• Provide education and administrative support across the student lifecycle.
• Work with teams across the university including timetabling, room bookings and examinations.
• Support Honours project administration and student-related activities.
• Assist with the planning and delivery of ceremonies, prize-giving events and School initiatives.
• Respond to student enquiries and provide accurate, timely information.
• Coordinate meetings, prepare agendas, record minutes and track actions.
• Maintain accurate records, documentation and filing systems.
• Utilise a range of University systems to support teaching and administrative processes.
• Collaborate with academic and professional staff to deliver School objectives.
• Contribute to projects and continuous improvement initiatives within the School.

This is a full-time, fixed-term position until March 2028, and will be located at the Callaghan Campus (Awabakal and Worimi land).

How will you inspire us?

You will:

• Bring strong organisational skills and the ability to manage competing priorities.
• Deliver exceptional customer service to students and staff.
• Communicate clearly and professionally with diverse stakeholders.
• Demonstrate accuracy and attention to detail when managing information and processes.
• Build positive and collaborative working relationships across teams.
• Show initiative and adaptability in a dynamic environment.
• Embrace new systems and technologies with confidence.
• Contribute to a respectful, inclusive and supportive workplace culture.
• Work effectively both independently and as part of a team.
• Take a proactive approach to improving administrative processes and outcomes.

About our University

The University of Newcastle stands as a global leader distinguished by a commitment to equity and excellence. Our vision is to be a world-leading University for our regions and create a better future for our regions and the globe. Underpinned by this vision are our values of excellence, equity, engagement and sustainability.

What we offer

The remuneration for this position is Higher Education Worker Level 4 ($77,098-$83,806) +17% superannuation and is commensurate with skills and experience.

In addition to working for a university that is breaking boundaries, discovering new ways of thinking and cementing a place as a global leader, we offer a range of benefits to our employees to ensure you balance your commitments, stay healthy and work effectively.

These include:

• 17% super and salary packaging.
• Additional University Holiday days, generous personal, life, and parental leave, annual leave loading, and additional purchased leave scheme.
• Discounts on private health insurance, gym memberships, software, travel and more.
• A range of support and wellbeing programs.

Essential criteria

• Strong organisational skills including the ability to organise workflows to meet competing demands and adaptability to a range of workplace expectations and responsibilities.
• Clear and professional written and verbal communication skills, including sensitivity and ability to deal effectively with people from diverse backgrounds.
• High level of competency in using Microsoft Office applications, including word processing, Excel spreadsheets, databases, SharePoint and email, with the ability to learn quickly new systems and technologies.
• Ability to maintain accuracy in handling information, records, and processes, ensuring compliance with institutional policies and procedures.
• Demonstrated ability to work as a team member and independently with a minimum of supervision.

Our assessment process

Typically candidates that progress beyond the shortlist stage can expect to undertake the following (minimum) assessment activities as part of the recruitment process:

• Interview (an ‘in person’ interview will be conducted as part of the process)
• Referee checks
• Pre-employment checks as appropriate to the role

Our University is committed to creating a safe, respectful, and inclusive environment for every member of our community. This commitment is central to our values and our efforts to build a diverse workforce where everyone can thrive.

As part of this, and in alignment with the National Higher Education Code to Prevent and Respond to Gender-Based Violence 2025, from 1 January 2026, the University will also consider gender-based violence risk factors as part of our recruitment processes.

The completion and return of the University’s Gender-based Violence Declaration Form will form part of the pre-employment checks for this position and any offer of employment will be conditional upon review by the University.

Our adherence to the Code is about more than compliance – it’s about living our values. Together, we can ensure our University remains a place where respect, safety, and inclusion are non-negotiable.

Contact Us

For specific position enquiries, please contact Jacqui McLachlan, Education and Innovation Manager on email ***************@newcastle.edu.au

Having technical difficulties? Please reach out to us: **********@newcastle.edu.au Please note, we do not accept email applications.

Closing date:Tuesday, 29 September 2026 at 11.59pm AEST

We are excited to be Looking Ahead with you!

We provide opportunities for all people regardless of their background and experience, and this philosophy is reflected across all that we do.

The University of Newcastle is an equal opportunity employer committed to equity, diversity, and social inclusion. Women and Aboriginal and Torres Strait Islander candidates are particularly encouraged to apply.

#LI-CJ1

Be careful - Don't provide your bank or credit card details when applying for jobs. Don't transfer any money or complete suspicious online surveys. If you see something suspicious, report this job ad.