Administrative Assistant

University of Sydney; Sydney; Hybrid; AUD 70,000 - 85,000; Full time

Benefits offered by this job

Flexible working arrangements

Family-friendly hours

Annual leave and personal leave

Job summary

The United States Studies Centre (USSC) is seeking an experienced administrative professional to provide comprehensive office support in a hybrid Sydney role. You will manage travel bookings, expense claims, event coordination, and office services while liaising with internal teams and external stakeholders.

The role requires strong organisational and communication skills, meticulous data entry, and the ability to work independently as part of a collaborative team.

Qualifications

• Proven experience in an administrative or office support role.
• Strong organisational skills with the ability to manage multiple tasks and priorities effectively.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office applications.
• Attention to detail and accuracy in data entry and record-keeping.
• A professional and friendly approach with strong customer service skills.
• Ability to resolve problems and elevate if required.
• Ability to work independently and as part of a team.

Responsibilities

• Provide administrative support across Research, Academic, Communications and Operations teams.
• Liaise with external stakeholders to facilitate reimbursements and contractual payments.
• Process expense and reimbursement claims in a timely and accurate manner.
• Coordinate business travel, including flights, accommodation, and related logistics.
• Schedule meetings, prepare meeting materials, and ensure meeting rooms are set up appropriately.
• Provide event coordination and administrative support, including event logistics and on-the-day assistance.
• Assist with office mail, ordering supplies, groceries, equipment, and other office services.
• Support research, academic, finance, HR, and operational processes as required.
• Assist with data entry, report preparation, and record management.
• Support management with administrative tasks and special projects as required

Skills

Administrative support

Organisational skills

Written and verbal communication

Microsoft Office

Data entry

Customer service

Tools

Microsoft Office

Job description

• Salary $70,000 - $85,000 exclusive of super (determined based on experience)
• Join a supportive and inclusive team
• Full time, Sydney based

The United States Studies Centre

The United States Studies Centre (USSC) is one of Australia's most influential and dynamic think tanks. Working with leading experts, policymakers and partners in Australia, the US and across the Indo-Pacific, the USSC delivers research and insights that contribute to informed discussion on the issues shaping our region.

Join a collaborative and purpose-driven team where your work will contribute to meaningful research, engagement and impact.

About the Role

This is an exciting new role where no two days are the same. You'll be responsible for providing administrative support across the Centre, including general administration, travel bookings, expense claims, event coordination, and maintaining office supplies.

This is a hybrid role that requires flexibility to work in the office and attend events as needed.

Your key responsibilities include:

• Provide administrative support across Research, Academic, Communications, and Operations teams.
• Liaise with external stakeholders to facilitate reimbursements and contractual payments, including payments for peer reviews, honorariums and externally authored publications.
• Process expense and reimbursement claims in a timely and accurate manner.
• Coordinate business travel, including flights, accommodation, and related logistics.
• Schedule meetings, prepare meeting materials, and ensure meeting rooms are set up appropriately.
• Provide event coordination and administrative support, including event logistics and on-the-day assistance.
• Assist with office mail, ordering supplies, groceries, equipment, and other office services.
• Support research, academic, finance, HR, and operational processes as required.
• Assist with data entry, report preparation, and record management.
• Support management with administrative tasks and special projects as required

About you

• Proven experience in an administrative or office support role
• Strong organisational skills with the ability to manage multiple tasks and priorities effectively
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office applications
• Attention to detail and accuracy in data entry and record-keeping
• A professional and friendly approach with strong customer service skills
• Ability to resolve problems and elevate if required
• Ability to work independently and as part of a team

Why Join Us?

In addition to the employee's salary and superannuation, the Centre provides a range of benefits including:

• Family-friendly working hours and flexible working arrangements that let you balance your work and personal responsibilities
• Generous leave entitlements, including annual leave, sick leave, carers leave, long service leave, family violence leave and paid parental leave
• Breastfeeding rooms and a breastfeeding policy, with several childcare centres near the University
• Professional development allowance, plus a range of training and development opportunities provided by the University
• Salary packaging for motor vehicles, laptops and superannuation
• Staff discounts on selected bank products and health insurance
• UniSuper superannuation advice, seminars and financial advisers
• Discounted rates to Uni sport and fitness centres
• Free annual flu vaccinations
• Free counselling through the Employee Assistance Program (EAP) service
• Discounted veterinary services for pets of staff
• Free access to the University library

About our Culture

The Centre is committed to building a culture that fosters collaboration, career progression, diversity, inclusion, mental health and sustainability. We have a Social Responsibility Committee that organises regular events and training sessions and our Social Club meets monthly. The Centre won awards for Best Workplace and Culture Change.