Faculty Administration Officer

Macquarie University; Ryde; On-site; AUD 92,000 - 112,000; Full time

Benefits offered by this job

17% Superannuation

Subsidised onsite parking

Flexible working options

Training and professional development

Discounted health insurance

Employee Assistance Program

Sport & Aquatic Centre membership

Job summary

Macquarie University’s Faculty of Arts is seeking an organised Faculty Administration Officer to support the Faculty Executive Director and lead administrative activities. You will drive diary management, travel logistics and briefing materials while coordinating committees and events on site or off site.

You will manage websites and administration systems, triage enquiries, and contribute to process improvements.

Qualifications

• A degree in Business Administration and/or equivalent relevant experience.
• Demonstrated experience delivering high‑quality administrative and/or executive assistance within a complex organisational environment (higher education experience desirable).
• Proven ability to coordinate multiple activities and priorities with minimal supervision and to meet tight deadlines.
• Demonstrated high‑quality customer service experience, with the ability to communicate effectively with a diverse range of stakeholders.
• Intermediate computer skills, including Microsoft Office and a range of database management systems and applications.
• Excellent attention to detail, with demonstrated experience developing and implementing administrative process improvements.
• Exceptional written communication skills with the ability to draft agendas, minutes and reports for a senior executive audience.
• Demonstrated knowledge of finance and budgeting principles and practices, including budget administration, interpreting data and using financial systems and reporting.

Responsibilities

• Provide general administrative support to the Faculty leadership team including supporting Faculty strategic priorities.
• Deliver executive assistance to the Faculty Executive Director, including diary management, logistics, meeting preparation, travel arrangements and briefing materials.
• Coordinate Faculty committees, including scheduling, agenda preparation, minute-taking and follow‑up of action items.
• Organise on‑site and off‑site meetings, including room bookings, catering, transport and event logistics.
• Update and maintain Faculty websites and administrative systems.
• Receive, triage and action enquiries relating to the Faculty's activities.
• Provide coordination and administration for Faculty events.
• Assist with administrative services as required.
• Contribute to the review and improvement of administrative processes and practices.
• Work in accordance with EEO, WHS and relevant professional standards.

Skills

Administrative support

Executive assistance

Diary management

Customer service

Communication

Education

Bachelor's degree in Business Administration

Tools

Microsoft Office

Database management

Budgeting

Finance reporting

Job description

• Salary Package: From $102,136 per annum (HEW 6), plus 17% superannuation and annual leave loading
• Appointment Type: Full-time, continuing
• Faculty of Arts, Macquarie University (Wallumattagal Campus), North Ryde

Keep Faculty operations moving, enable senior staff and help shape one of Australia's foremost arts and humanities communities.

The Faculty of Arts at Macquarie University is home to bold thinkers and dedicated educators asking the big questions about the world, from history, languages and media to law, security studies, education and the creative arts.

As the Faculty Administration Officer, you will provide administrative support to the Faculty Executive Director and support with Faculty strategic priorities.

This is an excellent opportunity for an organised, proactive administrator who enjoys variety, thrives on getting things done well, and takes genuine pride in high-quality service. If you like being the person who anticipates what is needed next, brings order to competing priorities and makes operational delivery look effortless, we would like to hear from you.

About the Role

Reporting to the Faculty Executive Director, you will:

• Provide general administrative support to the Faculty leadership team including supporting Faculty strategic priorities.
• Deliver executive assistance to the Faculty Executive Director, including diary management, logistics, meeting preparation, travel arrangements and briefing materials.
• Coordinate Faculty committees, including scheduling, agenda preparation, minute-taking and follow‑up of action items.
• Organise on‑site and off‑site meetings, including room bookings, catering, transport and event logistics.
• Update and maintain Faculty websites and administrative systems.
• Receive, triage and action enquiries relating to the Faculty's activities.
• Provide coordination and administration for Faculty events.
• Assist with administrative services as required.
• Contribute to the review and improvement of administrative processes and practices.
• Work in accordance with EEO, WHS and relevant professional standards.

About Us

Macquarie is a university engaged with the real and often complex problems and opportunities that define our lives. Since our foundation in 1964, we have aspired to be a different type of university. Over the years, we've grown to become the centre of a vibrant local and global community. Connect with us today.

Within the University, the Faculty of Arts is one of Australia's leading arts and humanities faculties, bringing together a diverse community of educators, researchers and professional staff. Its professional staff work in partnership with academic colleagues to support the faculty's teaching, research and engagement through high-quality administrative services.

About You

You are a capable, service‑oriented administrator with experience supporting senior leadership positions. You manage multiple priorities with ease, work comfortably with minimal supervision as well as alongside colleagues, and communicate clearly with people at all levels. You are ready to step in wherever needed, bring a can‑do approach, a willingness to learn and support a positive culture, while remaining composed when the pace picks up. Your attention to detail, continuous improvement approach and ability to build positive working relationships across a wide range of stakeholders will be central to your success.

Selection Criteria

• A degree in Business Administration and/or equivalent relevant experience.
• Demonstrated experience delivering high‑quality administrative and/or executive assistance within a complex organisational environment (higher education experience desirable), including assisting senior staff and their teams.
• Proven ability to coordinate multiple activities and priorities with minimal supervision and to meet tight deadlines.
• Demonstrated high‑quality customer service experience, with the ability to communicate effectively with a diverse range of stakeholders.
• Intermediate computer skills, including Microsoft Office and a range of database management systems and applications.
• Excellent attention to detail, with demonstrated experience developing and implementing administrative process improvements.
• Exceptional written communication skills with the ability to draft agendas, minutes and reports for a senior executive audience.
• Demonstrated knowledge of finance and budgeting principles and practices, including budget administration, interpreting data and using financial systems and reporting.

***The successful candidate will be required to undertake a police check.

Please note: Applicants must have full unrestricted working rights in Australia.

Applications Close: Sunday 1 November 2026 at 11:59 p.m. (AEDT)

*** We reserve the right to progress or decline an application prior to the application closing date.

For role enquiries or recruitment enquiries, please contact Joanne Chrystal, Faculty Executive Director at ***************@mq.edu.au, or Mirna Alaaiddin at ***************@mq.edu.au

Why Join Us?

We rank amongst the top employers in the Australian Workplace Employers Index, having recently earned a five‑star rating in the QS World Rankings with the highest rating for employability.

Our prime location is just a short walk from Macquarie University Metro Station and Macquarie Shopping Centre. Enjoy the benefits of working at a campus that offers:

• 17% Superannuation
• Subsidised onsite parking options
• Flexible working options
• Training and professional development
• Discounted health insurance (Medibank)
• Employee Assistance Program
• Subsidised membership at the Sport & Aquatic Centre

Pre-Employment Checks

Macquarie University cultivates a workplace defined by safety, ethical conduct, and strong integrity. Prior to completion of an offer of employment, preferred candidates will be required to participate in a combination of pre-employment checks relevant to the role they have applied for.

Your employment is conditional upon the completion and maintenance of all role‑required pre-employment or background checks in terms satisfactory to the University.

A Place Where You Belong

At Macquarie, we believe diversity makes us stronger, inclusion drives our success, and belonging inspires us to do our best work. We are proud to foster a community where different backgrounds, identities, and experiences are valued, and where our people are empowered to thrive through supportive leadership, shared responsibility, and a deep commitment to genuine care and respect for our community. Find out more about our vision for a truly inclusive workplace in our Diversity, Inclusion and Belonging Framework.

Flexible Work

At Macquarie, we believe by providing flexibility in when, where and how work is done, we can support our staff to manage their personal commitments, while optimising their work performance and contributions to the University. See how we lead in flexible work to enable an outcome focused and inclusive workplace. To learn more about our culture and hiring process, explore our Jobs at Macquarie page.

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