Program Administrator

The University of Newcastle; Newcastle; On-site; AUD 97,000 - 107,000; Full time

Benefits offered by this job

17% superannuation

Salary packaging

Additional leave

Discounts on private health insurance

Wellbeing programs

Job summary

The University of Newcastle is seeking a Program Administrator to support capital works and strategic infrastructure programs from the Callaghan Campus in Newcastle, NSW. This full-time HEW 6 role requires coordination of financial processes, project administration, and governance across multiple stakeholders.

Based at Callaghan Campus, the role involves onboarding/offboarding support, reporting, and ensuring compliant financial practices within Infrastructure and Facilities Services.

Qualifications

• Experience in financial administration including accounts payable, reconciliations, invoicing and purchase order management.
• Experience providing administrative and coordination support within a project, program or business environment.
• An understanding of financial processes, reporting, compliance and governance requirements.
• Experience using financial management systems, ideally TechOne, and the ability to support system users and provide process guidance.

Responsibilities

• Coordinate financial processes including invoice and payment processing, reconciliations, purchase orders, project and contract administration, and end-of-month and end-of-year activities.
• Support onboarding and offboarding, prepare reports and program performance information, maintain accurate records and provide finance system and process guidance to colleagues.
• Collaborate with stakeholders across Infrastructure and Facilities Services, Procurement, Finance and external service providers for effective program coordination and governance.

Skills

Financial administration

Project coordination

Governance & compliance

TechOne proficiency

Financial reporting

Stakeholder management

Tools

TechnologyOne

Microsoft Office

Job description

The Role

As the Program Administrator, you will play a key role in supporting the successful delivery of capital works and strategic infrastructure programs through high-quality financial, administrative and operational support. You will coordinate financial processes, including invoice and payment processing, reconciliations, purchase orders, project and contract administration, and end-of-month and end-of-year activities. You will also support team onboarding and offboarding, prepare reports and program performance information, maintain accurate records and provide finance system and process guidance to colleagues. Working collaboratively with stakeholders across Infrastructure and Facilities Services, Procurement, Finance and external service providers, you will contribute to effective program coordination, sound financial management and strong governance practices.

You will have:

• Experience in financial administration, including accounts payable, reconciliations, invoicing and purchase order management.
• Experience providing administrative and coordination support within a project, program or business environment.
• An understanding of financial processes, reporting, compliance and governance requirements.
• Experience using financial management systems, ideally TechOne, and the ability to support system users and provide process guidance.

This full-time, ongoing HEW 6 position will be located at the Callaghan Campus in Newcastle, NSW (Awabakal and Worimi land).

How will you inspire us?

You will bring a proactive and collaborative approach, with strong organisational skills and the ability to manage competing priorities in a fast-paced environment. You will have excellent attention to detail, sound analytical and problem-solving abilities, and the confidence to identify issues and develop practical solutions. Your strong communication and interpersonal skills will enable you to build effective relationships with stakeholders, work both independently and as part of a team, and contribute positively to the broader Program Delivery team.

About our University

The University of Newcastle stands as a global leader distinguished by a commitment to equity and excellence. Our vision is to be a world-leading University for our regions and creating a better future for our regions and the globe. Underpinned by this vision are our values of excellence, equity, engagement and sustainability.

About the Unit

The Infrastructure and Facilities Services (IFS) portfolio is part of the Resources Division, reporting to the Chief Operating Officer. IFS delivers strategic campus and asset planning, development of new infrastructure and the maintenance of existing facilities. In addition, IFS provides a comprehensive range of campus services including retail facilities and property services. IFS aims to develop and operate campuses and services that support education, research and community engagement in accordance with the priorities of the Strategic Plan. In doing so IFS, aims to support a vibrant student experience and positive staff culture.

What we offer

The remuneration for this position isHigher Education Worker Level 6 ($97,217 to $107,268) +17%superannuation and is commensurate with skills and experience.

In addition to working for a university that is breaking boundaries, discovering new ways of thinking and cementing a place as a global leader, we offer a range of benefits to our employees to ensure you balance your commitments, stay healthy and work effectively.

These include:

• 17% super and salary packaging.
• Additional University Holiday days, generous personal, life, and parental leave, annual leave loading, and additional purchased leave scheme.
• Discounts on private health insurance, gym memberships, software, travel and more.
• A range of support and wellbeing programs.

For more information on benefits and conditions, please follow this link.

Applications for this position will only be accepted from those with Australian residency or a valid work permit.

Essential Criteria

• Demonstrated experience in financial administration, including the accurate processing, monitoring and reconciliation of financial transactions using corporate finance systems
• Demonstrated experience coordinating administrative processes, records management, onboarding activities and business documentation within a complex organisational environment.
• Demonstrated proficiency in corporate information systems and Microsoft Office applications, with experience using or the ability to quickly acquire proficiency in systems such as TechnologyOne and electronic records management systems.

We value diversity and strive to ensure that our recruitment processes are equitable, inclusive, and barrier-free.

We also seek to provide a fair chance to all applicants by providing reasonable adjustments where required during the assessment and interview phases of the recruitment process.

Our assessment process

Typically candidates that progress beyond the shortlist stage can expect to undertake the following (minimum) assessment activities as part of the recruitment process:

• Interview (an ‘in person’ interview will be conducted as part of the process)
• Referee checks
• Pre-employment checks as appropriate to the role

Our University is committed to creating a safe, respectful, and inclusive environment for every member of our community. This commitment is central to our values and our efforts to build a diverse workforce where everyone can thrive.

As part of this, and in alignment with the National Higher Education Code to Prevent and Respond to Gender-Based Violence 2025, from 1 January 2026, the University will also consider gender-based violence risk factors as part of our recruitment processes.

The completion and return of the University’s Gender-based Violence Declaration Form will form part of the pre-employment checks for this position and any offer of employment will be conditional upon review by the University.

Our adherence to the Code is about more than compliance – it’s about living our values. Together, we can ensure our University remains a place where respect, safety, and inclusion are non-negotiable.

Contact Us

For specific position enquiries, please contact Cindy Tate, Program Coordinator on0409 928 374 or via email [e-mail]

Closing date: Monday, 30 November 2026 at 11:59pm AEDT

We provide opportunities for all people regardless of their background and experience, and this philosophy is reflected across all that we do.

The University of Newcastle is an equal opportunity employer committed to equity, diversity, and social inclusion. Women and Aboriginal and Torres Strait Islander candidates are particularly encouraged to apply.

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