Program Administrator

Harding Miller Education Foundation; Inner West; On-site; AUD 70,000 - 110,000; Full time

Job summary

Harding Miller Education Foundation in Balmain, NSW, seeks a Program Officer – Academic Support to coordinate tutoring and administration for scholars, families and tutors, including onboarding/offboarding and budget monitoring.

The role requires 1–3 years in program coordination in education or not-for-profit, strong communication, proficiency with Microsoft Office and CRM systems, and a commitment to supporting young women from disadvantaged backgrounds, with monthly board reports and

Qualifications

• 1–3 years in program coordination, event or project support in not-for-profit or education sectors.
• Experience coordinating logistics, events or multi-stakeholder programs.
• Strong written and verbal communication skills.
• Demonstrated ability to manage competing priorities and meet deadlines.
• Extensive knowledge of the Australian education system.

Responsibilities

• Manage tutoring inbox and respond promptly to scholars, families and tutors.
• Coordinate tutoring administration including onboarding and offboarding of tutors.
• Verify tutor spend, reconcile weekly payments and investigate discrepancies.
• Maintain tutor details in CRM with ABN and WWCC compliance.
• Review variations to tutoring arrangements and service agreements.
• Monitor budgets and prepare monthly tutoring usage reports for board meetings.
• Liaise with suppliers, coaches, donors and internal teams to ensure tutoring arrangements are in place.
• Oversee supplier performance and retain accurate onboarding records.

Education

Tertiary qualification in education, business or related field

Tools

Microsoft Office

CRM/database systems

Job description

EMPLOYMENT TYPE: Permanent Full Time 38 hours per week

Harding Miller Education Foundation are looking for an experienced Program Officer – Academic Support for an immediate start. This position is a full-time ongoing position, working 38 hours per week based in Balmain, NSW.

The Program Administrator – Academic Support will be responsible for the following duties:

• Manage the Foundation's tutoring inbox and respond promptly to scholars, families and tutors
• Managing and coordinating the tutoring administration, including onboarding and offboarding of tutors
• Check, verify and approve tutor spend, reconcile weekly payment runs, and investigate discrepancies
• Maintain tutor details in the tutor portal and CRM, including verifying ABN and Working With Children Check (WWCC) compliance
• Review and negotiate variations to tutoring arrangements and service agreements with tutors and tutoring providers
• Monitor scholar tutoring budgets and balances to ensure allocations are used effectively and within limits
• Prepare monthly tutoring usage reports and analysis for bi-monthly board meetings
• Communicate quarterly tutoring expenditure summaries to scholars and coaches
• Analyse tutoring usage and outcomes data to identify trends and risks, and advise the Chief Operating Officer on matters requiring attention
• Coordinate scholar onboarding and offboarding, including distribution and return of equipment, prepaid cards, data plans and other program resources
• Liaise with suppliers, coaches, donors and internal teams to ensure tutoring and scholar support arrangements are in place
• Oversee the performance of suppliers and service providers against agreed arrangements, resolving any variations or service issues
• Maintain accurate onboarding records, checklists and CRM data across scholars, tutors, donors and suppliers
• Assist the Program Team with reviewing scholarship applications for completeness and following up on missing documentation
• Respond to general phone and email enquiries in a professional and timely manner
• Advise the Chief Operating Officer on operational issues and support the implementation of agreed decisions and improvements
• Provide general administrative and coordination support to the COO and Program Team throughout the scholarship cycle

For this position it is expected that you would possess the following qualifications/work experience:

• Tertiary qualification in education, business or a related field (or equivalent experience)
• 1–3 years' experience in program coordination, event or project support, preferably in the not-for-profit or education sector
• Experience coordinating logistics, events or multi-stakeholder programs
• Strong written and verbal communication skills
• Demonstrated ability to manage competing priorities and meet deadlines
• Proficiency in Microsoft Office and CRM/database systems
• Extensive Knowledge of the Australian education system
• Experience monitoring and reviewing supplier, contractor or service-provider performance against agreed arrangements
• A passion for education and commitment to supporting young women from socio-economically disadvantaged backgrounds