College Admin & Exec Support Lead

Janet Clarke Hall; Melbourne; On-site; AUD 81,000 - 99,000; Full time

Job summary

Janet Clarke Hall is seeking a capable College Administrator to provide front-of-house service and manage administration for a leading residential College at the University of Melbourne. You will support the Principal and CEO, handle student admissions, maintain Salesforce data, and assist in events planning and delivery.

Based in the College’s front office, you will manage enquiries, coordinate appointments, and contribute to a friendly, efficient campus experience for students, families and

Qualifications

• As a key person in the front of house, the College Administrator will demonstrate a friendly, professional, helpful, and efficient manner consistent with the ethos of the College.
• The College Administrator operates under the broad direction of the Principal and CEO and the direct line management of the Deputy Principal. They are required to demonstrate a high level of independence and to show initiative in identifying areas for action, efficiencies, and improvement.
• The College Administrator will demonstrate a high level of creative problem solving, the ability to prioritise, and well-developed written and oral communication skills and excellent attention to detail.
• The College Administrator will demonstrate strong computer literacy, particularly in the use of word-processing and spreadsheets, a good working knowledge of Microsoft applications (Word and Excel), and an ability to learn and work with the College’s Salesforce data management system.
• The College Administrator will be able to demonstrate substantial administrative skills, an ability to understand priorities, an ability to adapt in high-pressure situations, and an ability to liaise effectively with staff and students.

Responsibilities

• Liaises with the students and College applicants and their families; inputs information into Salesforce.
• Maintains the student Salesforce database and runs reports as requested.
• Provides the Business Manager with student data for Council papers as requested.
• Handles student enquiries in accordance with College policies and guidelines.
• Handles arrivals and departures and related Salesforce input.
• Provides executive support to the Principal and CEO and Deputy Principal as required.
• Takes minutes at meetings of the College Council.
• Maintains Principal’s diary and booking travel when required.
• Prepares communications for the approval of the Principal.
• Inputs philanthropic donations into Salesforce when credit card details are provided over the phone.
• Prepares, issues and monitors invitations for College events; catering/run sheets; sets up spaces with Facilities Manager; greets guests.
• Provides reception for enquiries; maintains petty cash; orders stationery and supplies.
• Issues keys and fobs and maintains a Salesforce record; manages mail and deliveries.
• Conducts College tours for prospective students and families.
• The College Administrator may perform other duties as requested by the Principal, Deputy Principal, or Business Manager.

Skills

Secretarial skills

Word processing

Data entry

Document production

Customer service mindset

Tools

Salesforce

Microsoft Word

Microsoft Excel

Job description

Janet Clarke Hall is seeking a capable College Administrator to provide front-of-house service and manage administration for a leading residential College at the University of Melbourne. You will support the Principal and CEO, handle student admissions, maintain Salesforce data, and assist in events planning and delivery.

Based in the College’s front office, you will manage enquiries, coordinate appointments, and contribute to a friendly, efficient campus experience for students, families and