Coordinator - Grants And Projects

The Royal College Of Pathologists Of Australasia; Sydney; On-site; AUD 35,000 - 52,000; Part time

Job summary

The Royal College of Pathologists of Australasia in Surry Hills, NSW, is seeking a permanent part-time Grants Administrator (0.4 FTE, 2 days per week) to support administration and coordination of grants and grant-funded projects. You will maintain grant registers, calendars and documentation, monitor milestones, and assist with applications, reports and acquittals.

Responsibilities include coordinating information with stakeholders, preparing submission materials, and ensuring compliance and

Qualifications

• Experience in grants administration and reporting.
• Strong organisational and time-management skills.
• Ability to coordinate multiple stakeholders and timelines.

Responsibilities

• Provide administration and coordination support for grants and grant-funded projects.
• Maintain grant registers, calendars, records, milestones and document repositories.
• Monitor milestones, deadlines and actions; liaise with stakeholders and escalate delays.
• Assist in preparing grant applications, milestone and progress reports, and acquittal documentation.
• Coordinate collection and collation of information and supporting documentation for reporting.
• Support preparation of grant claims and financial acquittals with Finance teams.
• Maintain organised records of grant agreements and reporting evidence.

Skills

Grant administration

Coordination

Attention to detail

Stakeholder management

Office software

Tools

Microsoft Office Suite

CRM

Job description

The Royal College of Pathologists of Australasia – Surry Hills NSW

The RCPA is committed to improving health outcomes through leadership in pathology, professional standards, education, training and innovation.

Purpose

• Support the administration and coordination of grants and grant-funded projects and strategic initiatives across RCPA with an initial focus on the Specialist Training Program (STP).
• Strengthen grant compliance and reporting by maintaining accurate records, supporting reporting and compliance activities, monitoring actions and maintaining timely milestone tracking. Facilitate the timely flow of information between stakeholders and coordinated preparation of supporting evidence and acquittal documentation.
• Promote consistent processes and effective collaboration across the College to support efficient grant and grant-funded project delivery.

This position is permanent part time at 0.4 FTE (2 days a week).

Key Accountabilities

• Provide administrative and coordination support for grants, grant-funded projects and strategic initiatives.
• Maintain accurate grant registers, reporting calendars, records, schedules/key milestones and document repositories across the grants portfolio.
• Monitor key milestones, reporting deadlines and action items and proactively, follow up outstanding information with key stakeholders and elevate delays, gaps or project matters requiring attention to the Head of Grants and Strategic Initiatives.
• Assist in the preparation and submission of grant applications, milestone reports, progress reports and acquittal documentation by coordinating documentation, collating contributions and preparing submission materials for review and approval.
• Coordinate the collection and collation of information, supporting evidence and documentation required for grant and grant-funded project reporting.
• Support the preparation of grant claims and financial acquittals, working with Finance and relevant grant owners to collate expenditure records and supporting documentation.
• Maintain organised and accessible records of grant agreements, variations, correspondence, approvals and reporting evidence to support compliance and audit readiness.

Meeting and Governance Support

• Coordinate grants and grant-funded project meetings, workshops/webinars, committees and working groups including scheduling, room bookings, logistics and travel arrangements where required.
• Prepare and distribute agendas, papers and supporting documentation.
• Record and distribute meeting minutes and action items.
• Monitor and follow up agreed actions arising from meetings and governance forums.
• Support and assist with preparing grants dashboards, status reports and governance papers by collating information on progress, milestones, risks and outstanding actions.

Reporting and Information Management

• Assist with preparing and maintaining grant and grant-funded project plans.
• Support the RCPA Grants and Strategic Initiatives team in the preparation of grant and grant-funded project and program reporting by collating progress updates, maintaining accurate and current records of project risks, issues and changes.
• Assist with developing and coordinating project surveys, collating responses and preparing summary findings.
• Contribute to the development and improvement of administrative procedures, collaborative processes, templates and document control practices across the Grants Function.

Stakeholder Coordination

• Liaise with internal and external stakeholders to coordinate information, meetings, reporting requirements, and grant and grant-funded project activities.
• Support and assist with preparing project communication and engagement activities associated with grants and grant-funded projects, and maintaining accurate, current information on relevant websites and other communication channels.
• Respond to routine grant and project enquiries, referring complex matters to the appropriate person.

Other Duties

• Undertake other administrative and coordination responsibilities relevant to the role, as required.
• Works independently, exercising sound judgement on routine administrative matters and managing competing priorities to meet deadlines.
• Recognises when guidance is required and seeks support from the manager or relevant specialists on unfamiliar, complex or sensitive matters.
• Demonstrates a commitment to ongoing learning and professional development, sharing knowledge to support consistent workplace practices.
• Demonstrates strong attention to detail in maintaining grant records, collating supporting documentation and preparing accurate reports.
• Communicates effectively and works collaboratively with internal and external stakeholders to coordinate information and follow up agreed actions.
• Proven record of attention to detail with a strong emphasis on accuracy.
• Ability to work independently and in a collaborative team environment.
• Sound computer skills, particularly Microsoft Office Suite and CRM.
• Methodical approach and attention to detail.
• Experience working in a health, government, and/or education setting.
• Time management skills and the ability to prioritise effectively.
• Ability to be flexible and adapt work practices to suit circumstances.
• Demonstrated verbal and written communication skills.
• Proven ability to work both as a team member and independently on administrative tasks.
• Proven ability to work in a cross-functional environment and multitask.

Aboriginal and Torres Strait Islander candidates are encouraged to apply. This advertisement will close on 16 November 2026. Only shortlisted candidates will be contacted.