Administration Officer

Victoria University; Melbourne; On-site; AUD 79,000 - 91,000; Full time

Job summary

Victoria University in Melbourne’s Footscray Park Campus is seeking an organised Administration Officer to support course governance, committee meetings, program accreditation and events within the College of Sport, Health and Engineering.

Reporting to the Team Leader, you will coordinate information, prepare reports, maintain records and respond to requests, helping staff navigate administrative processes while upholding university policies and deadlines.

Qualifications

• A relevant degree, or an equivalent combination of relevant experience and/or education and training.
• Strong communication and interpersonal skills, with the ability to build effective relationships with academic and professional staff, students and external stakeholders.
• Strong attention to detail, with the ability to prepare accurate documentation, maintain records and coordinate meeting arrangements and follow-up actions.
• Collaborative approach, sound judgement and the initiative to solve problems, clarify requirements and seek advice when needed.
• Ability to work independently, manage competing priorities and meet deadlines in a busy environment.
• Proficiency in Microsoft Office, including Outlook, Word and Excel, confidence in learning new systems, and a commitment to working in accordance with University policies and procedures.

Responsibilities

• Provide administrative support for course governance and program delivery activities across the College.
• Coordinate governance committee meetings, including meeting arrangements, agendas, papers, minutes and follow-up actions.
• Support program accreditation processes by coordinating documentation and liaising with academic staff and relevant stakeholders.
• Assist with the planning and coordination of College and university events.
• Liaise with academic staff, professional colleagues, central services and external stakeholders to coordinate information and progress requests.
• Support the Team Leader with correspondence, report preparation and other administrative activities.
• Maintain accurate records and documentation in relevant University systems, following applicable policies, procedures and deadlines.
• Document administrative procedures and identify opportunities to improve processes and service delivery.

Skills

Communication skills

Interpersonal skills

Attention to detail

Microsoft Office

Time management

Education

Relevant degree or equivalent experience

Tools

Microsoft Office Suite

Job description

About VU

At VU, we aim to be one of the leading impact universities in the world. VU is an impact‑driven university committed to equity, excellence and opportunity. Based in Melbourne’s west and connected globally, we put students first through the VU Block Model®, dual‑sector pathways and strong industry partnerships. We are a values‑led, inclusive workplace where diverse talent is supported to make a real difference.

About The Team

The Program Delivery, Events and Marketing team provides essential administrative support within the College of Sport, Health and Engineering. We support course governance, coordinate governance committee meetings, assist with program accreditation processes and help facilitate university events. Working closely with academic staff, professional colleagues and central services, we contribute to the smooth delivery of College activities and a positive experience for students and staff.

About The Role

We’re looking for an organised and service‑focused Administration Officer to support the planning and delivery of College activities. Reporting to the Team Leader, Program Delivery, Events and Marketing, you’ll work closely with academic and professional staff to support course governance, committee meetings, program accreditation and events. You’ll coordinate information, prepare reports, maintain accurate records and respond to a variety of requests, helping colleagues navigate administrative processes and meet University deadlines and requirements. This role offers the opportunity to build relationships across the University, contribute to a positive experience for staff and students, and use your initiative to improve administrative processes within a collaborative team.

Position Key Duties

• Provide administrative support for course governance and program delivery activities across the College.
• Coordinate governance committee meetings, including meeting arrangements, agendas, papers, minutes and follow‑up actions.
• Support program accreditation processes by coordinating documentation and liaising with academic staff and relevant stakeholders.
• Assist with the planning and coordination of College and university events.
• Liaise with academic staff, professional colleagues, central services and external stakeholders to coordinate information and progress requests.
• Support the Team Leader with correspondence, report preparation and other administrative activities.
• Maintain accurate records and documentation in relevant University systems, following applicable policies, procedures and deadlines.
• Document administrative procedures and identify opportunities to improve processes and service delivery.

Position Details

• Classification & Salary: HEP 5 $79,135 - $90,899 per annum + 17% employer superannuation
• Employment Type: Full time, Continuing
• Hours per Week: 36.75
• Location: Footscray Park Campus

For a detailed overview of the role’s duties and responsibilities, please refer to the Administration Officer Position Description.

About You

• A relevant degree, or an equivalent combination of relevant experience and/or education and training.
• Strong communication and interpersonal skills, with the ability to build effective relationships with academic and professional staff, students and external stakeholders.
• Strong attention to detail, with the ability to prepare accurate documentation, maintain records and coordinate meeting arrangements and follow‑up actions.
• A collaborative approach, sound judgement and the initiative to solve problems, clarify requirements and seek advice when needed.
• The ability to work independently, manage competing priorities and meet deadlines in a busy environment.
• Proficiency in Microsoft Office, including Outlook, Word and Excel, confidence in learning new systems, and a commitment to working in accordance with University policies and procedures.

Please note: The University is a Child Safe organisation. You will be required to hold a current Employee - Working with Children Check (WWCC) or be willing to obtain one prior to commencing employment.

Visa sponsorship is not available for this position. This role requires applicants to have full and permanent working rights in Australia.

Who to Contact?

Name: Michael Yu

Position Title: Administrative Team Leader

Email: [e-mail]

Phone: [phone]

Applications will close 24 November 2026 at 11:59pm. This advert may close earlier should a suitable candidate be identified. Early applications are strongly encouraged.

Why Join VU

VU provides competitive salaries, excellent superannuation, and a variety of benefits. The university fosters an environment where staff can excel, achieve their goals, and develop their careers. With a focus on diversity, inclusion, and family‑friendly policies, VU supports both professional and personal well‑being. For more information, please visit our Careers at VU Webpage.

Our Commitment

Victoria University is committed to fostering an inclusive, respectful, and socially responsible community. We honour our deep diversity by respecting First Nations perspectives and embedding sustainable approaches to Protecting Country, while championing progressive inclusivity for all- embracing Aboriginal and Torres Strait Islander peoples, people with disability, culturally and racially marginalised communities, LGBTQIA+ individuals, and people of all ages and socio- economic backgrounds. As a WGEA Employer of Choice for Gender Equality, we strive to create a place where everyone feels they belong, and we ensure a positive, barrier-free recruitment experience by providing adjustments and accessible formats upon request at [e-mail] or [phone].