Administration Partner

Garvan Institute of Medical Research; Moss Vale; On-site; AUD 78,000 - 87,000; Full time

Benefits offered by this job

Salary packaging

Training & development

International research environment

Health insurance discounts

Leave types

Job summary

Garvan Institute of Medical Research – Moss Vale NSW seeks an Administration Partner to provide high‑level administrative and project support to the Director Animal Facilities, ABR, and the Operations and Projects Officer. The role includes purchasing, animal orders, import/export, and coordinating a small team for ABR services.

Salary up to AU$87,000 + 12% super + salary packaging, permanent full-time. The role offers ongoing training, a diverse research environment, and flexible leave options

Qualifications

• 3–5 years relevant admin experience supporting leadership teams
• Experience in Medical Research or Higher Education desirable
• Proficient in Microsoft Office Suite
• Ability to prioritise tasks and meet deadlines
• Strong written and verbal communication skills
• Maintaining confidentiality and high level of discretion

Responsibilities

• Provide administrative support to the Director Animal Facilities and ABR leadership
• Manage diaries, emails, calls, visitors and deliveries to the facility
• Coordinate mouse import/export, orders and service requests
• Process invoices, manage billing, recharging and supplier coordination
• Assist with travel arrangements and event coordination (meetings, seminars)
• Support ABR committees and training records, SOP updates and documentation

Skills

Microsoft Office

Communication skills

Time management

Project coordination

Discretion & confidentiality

Education

Bachelor's degree in business administration

Tools

Stuart

Workday

Confluence

Job description

Garvan Institute of Medical Research – Moss Vale NSW

The Australian BioResources Pty Ltd (ABR) facility in Moss Vale, NSW, is a state of the art centralized facility specializing in the breeding of congenic, mutant and genetically modified mouse lines for Garvan and partner institutes. Services provided include import/export, derivation, cryopreservation, and microinjection using the latest targeting technologies. The facility is supported by a world-class facility management system called “Stuart”.

THE OPPORTUNITY

The Administration Partner, ABR is accountable for providing high level administrative, strategic and confidential support to the Director Animal Facilities, ABR and the Operations and Projects Officer, ABR. In addition, the Administration Partner provides operational and administrative advice and services and contributes to the improvement of operational effectiveness across the institute.

Reporting to the Director Animal Facilities, ABR; the Administration Partner, ABR will work closely with ABR staff, contractors and service providers to provide exceptional administrative support and assist with the smooth running of operations across the ABR facility. The Administration Partner will provide key administrative support in areas of purchase requisitions and invoice payment, animal orders, import and export of mice. Although there are no direct reports in to this role, the incumbent will provide leadership in the mouse ordering and import/export functions of ABR coordinating a small team to deliver these key services.

The Administration Partner also provides an initial contact point for general enquiries, visitors and deliveries to the Australian BioResources facility.

Salary: Up to $87,000 + 12% super + salary packaging (depending on experience)

Employment Type: Permanent, full-time

SNAPSHOT OF BENEFITS

• Generous salary packaging to save you income tax on your wages thereby boosting your monthly take home pay (max. $15,900 general expenses + $2,650 meals/accom)
• Ample opportunities for on-going training and development
• Stimulating, diverse and highly international research environment
• A range of additional leave types to meet your personal needs including cultural leave, conference leave, community service and study leave
• Discounted Health Insurance
• Lifestyle discounts with our community partners

WHAT YOU WILL DO

• Support and lead administrative projects and provide support for strategic and operational projects at ABR. Assist management with special projects.
• Receive and direct general enquiries, manage positional email accounts, answer telephone calls, manage site visitors, contractors and deliveries to the facility
• Manage the Director’s diary, correspondence and communications with discretion, ensuring an exceptional stakeholder experience and delegating enquiries where appropriate
• Manage Australia post account, incoming and outgoing mail and/or courier services, as well as animal transport
• Run the monthly bills, issue invoices, administering recharging and corrections
• Process JAX royalties in keeping with agreements
• Process mouse orders and the appropriate service requests, prepare data for and lead monthly sales meetings
• Co-ordinate the import and export of mice, frozen mouse sperm and embryos and booking of couriers
• Set up and manage client accounts
• Liaise with clients – help with access to the mouse management program Stuart , troubleshooting and supporting the researchers
• Assist with managing lines on Stuart (including Line Information, transfers and cross- checking information provided)
• Purchase requisition and receipt
• Administer Workday processes as per delegations of authority
• Reconcile the business credit card
• Assist with coordinating ABR seminars and events, including catering and arranging meeting rooms
• Arrange travel (domestic and international) and conference registration including booking fares, accommodation and preparing itineraries for ABR staff
• Provide administrative support to ABR committees
• Assist in organising and maintaining training records
• Update relevant SOPs and policies, including Confluence administration and managing documents (such as files and post) and data.
• Handle sensitive company and personal information integrity and discretion.
• Other ad-hoc tasks as required

All staff are required to comply with Garvan’s workplace polices (as amended from time to time) and especially Garvan’s Work Health & Safety (WHS) Policy, including working in accordance with the WHS management system at all times, as safety is Garvan’s number one priority.

ABOUT YOU

• Tertiary qualifications in business administration or a related field desirable
• 3-5 years relevant experience providing high-quality administrative support to leadership teams, experience in Medical Research or Higher Education desirable
• Experience supporting projects and managing administrative aspects
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and digital meeting tools
• Ability to embrace new information technologies quickly, within Garvan policies and guidelines
• Proven ability to prioritise tasks and manage time effectively
• High level of accuracy and attention to detail in all tasks
• Ability to handle multiple tasks simultaneously and efficiently
• Strong written and verbal communication skills
• Excellent customer service skills to handle enquiries and resolve issues promptly
• Building and managing relationships with a diverse range of stakeholders
• Well-developed computer skills and experience with a range of database management systems and applications
• Experience in developing and implementing administrative process improvement
• Experience in providing advice and information across a range procedures
• Ability to quickly learn and adapt to new systems, processes and technology
• Ability to think critically and solve problems independently
• Delivering within tight timeframes while managing the expectations of numerous stakeholders
• Works well in a team environment and collaborates effectively with colleagues
• Maintains a high level of professionalism and confidentiality

ABOUT GARVAN

Garvan Institute of Medical Research is an independent Medical Research Institute (MRI) in Sydney, delivering scientific and clinical impact on a global basis and in partnership with organisations that share our vision. We are proud to be one of Australia’s largest and most highly regarded MRI’s.

Our vision is global leadership in discoveries to impact and our enduring purpose is to impact human health, by harnessing information encoded in our genome.

We seek to see our world-class discovery research achieve life-changing impacts, not only for individual patients with rare diseases, but for the many thousands affected by complex, common disease.

Garvan promotes a diverse workplace and is committed to the principles of equity, diversity, inclusion and belonging. We are always looking for culture ‘add’, not culture ‘fit’ and are building diverse teams with great sets of complementary styles and skills to help deliver our important work effectively.