Project Administration & Governance Coordinator (Part-Time)

University of Southern Queensland; Toowoomba Regional; On-site; AUD 45,000 - 48,000; Part time

Job summary

University of Southern Queensland – Toowoomba QLD is seeking a detail-oriented Projects Administration Assistant to support the Campus Planning and Development function. The role offers a 0.5FTE, 18 hours per week, part-time appointment with a remuneration range of AUD 44,976 to AUD 47,777 per year.

You will manage project information, documentation, reporting and procurement activities while coordinating with stakeholders across capital works, maintenance and property initiatives.

Qualifications

• Associate diploma-level qualification with relevant work experience, or a certificate-level qualification with relevant work experience, or an equivalent combination of relevant experience and education or training in project administration, business administration, facilities, construction, property, procurement or a related field.
• Sound organisational skills, strong attention to detail and the ability to manage competing tasks.
• Demonstrated ability to use Microsoft Office and Microsoft 365 applications, including Word, Excel, Outlook, Planner, Teams, Notes and SharePoint.
• The ability to collect, check, organise and present project information, including basic financial, procurement, risk, status and action-tracking data.
• Sound written and verbal communication skills, including experience preparing correspondence, meeting notes, status updates and project documentation.
• The ability to establish effective working relationships with internal and external stakeholders and provide a strong client service experience.
• Awareness of, or the ability to quickly acquire knowledge of, project governance, procurement, contract administration, safety and compliance processes.
• The ability to maintain confidentiality, exercise sound judgement and elevate matters appropriately.

Responsibilities

• Provide high-quality project administration, coordination and governance support to the Campus Planning and Development function.
• Maintain accurate project information, coordinate documentation and reporting across a varied portfolio.
• Support financial and procurement processes and keep stakeholders informed.
• Prepare and maintain project documentation, schedules, registers, meeting records and status reports.
• Maintain project portfolio information in approved systems and templates.
• Compile, analyse and present project information to support reporting and decision-making.
• Process purchase requisitions and invoices and assist with procurement, contract, financial and compliance administration.
• Monitor project expenditure and prepare expenditure reports.
• Liaise with internal and external stakeholders to obtain information and coordinate activities.
• Respond to project-related enquiries and provide guidance on project processes and templates.

Skills

Attention to detail

Organised

Communication skills

Stakeholder management

Prioritisation

Education

Associate diploma-level qualification

Certificate-level qualification

Tools

Word

Excel

Outlook

Planner

Teams

Notes

SharePoint

Job description

University of Southern Queensland – Toowoomba QLD is seeking a detail-oriented Projects Administration Assistant to support the Campus Planning and Development function. The role offers a 0.5FTE, 18 hours per week, part-time appointment with a remuneration range of AUD 44,976 to AUD 47,777 per year.

You will manage project information, documentation, reporting and procurement activities while coordinating with stakeholders across capital works, maintenance and property initiatives.