Faculty Administration Officer

U@MQ Limited; Sydney; 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

Onsite childcare facilities

Discounted health insurance

Onsite vacation care

Employee Assistance Program

Sport & Aquatic Centre access

Onsite GP

Job summary

Macquarie University’s Faculty of Arts is seeking an experienced administrator to support senior leadership and coordinate essential services in North Ryde. You will manage the Executive Director’s diary, organise meetings and travel, and provide briefing materials for senior staff.

You will also coordinate committees, update systems, handle enquiries, and contribute to process improvements while ensuring high standards of professional conduct.

Qualifications

• A degree in Business Administration or equivalent.
• Experience delivering administrative or executive assistance.
• Ability to coordinate multiple activities with minimal supervision.
• Proven customer service experience with diverse stakeholders.
• Proficient with Microsoft Office and databases.
• Attention to detail and experience with process improvements.
• Excellent written communication for agendas, minutes and reports.
• Knowledge of budgeting and finance principles.

Responsibilities

• Provide general administrative support to the Faculty leadership team.
• Deliver executive assistance including diary management, logistics and briefing materials.
• Coordinate Faculty committees including scheduling and minute-taking.
• Organise on-site and off-site meetings and event logistics.
• Update and maintain Faculty websites and administrative systems.
• Receive and triage enquiries relating to the Faculty's activities.
• Support Faculty events and administrative services as required.
• Contribute to reviewing and improving administrative processes.

Skills

Executive support

Multitasking

Customer service

Microsoft Office

Written communication

Attention to detail

Finance & budgeting knowledge

Stakeholder coordination

Education

Bachelor's degree in Business Administration or equivalent

Tools

Microsoft Office

Database systems

Financial systems

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.

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.

* 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 [e-mail] , or Mirna Alaaiddin at [e-mail]

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
• Onsite childcare facilities
• Discounted health insurance (Medibank)
• Onsite vacation care
• Employee Assistance Program
• Subsidised membership at the Sport & Aquatic Centre
• Onsite GP, imaging & physio clinics

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.

If you're already part of the Macquarie Group (MQ University, U@MQ, MQ Health, MGSM), you'll need to apply through your employee Workday account. To apply for this job: Login to Workday and go to the Careers App > Find Jobs.

Applications Close: 01/11/2026 11:59 PM

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, visit our Jobs at Macquarie page.