Projects Administration Assistant

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

1d ago , from University Of Southern Queensland

• Total part-time (0.5FTE) remuneration range $44,976 to $47,777 pa
• Part-time, continuing appointment (18 hours/week)

Looking for a varied role where your organisation and attention to detail can make a real contribution?

Join UniSQ’s Facilities Management team and provide essential project support across capital works, maintenance and property initiatives, working with a range of stakeholders to help deliver effective project outcomes.

Who you are

You are an organised and detail-focused administration professional who enjoys bringing structure, accuracy and consistency to a busy project environment. You can confidently manage competing priorities, follow established processes and deliver accurate work within agreed timeframes.

You communicate clearly, build productive relationships and provide responsive service to a range of stakeholders. You are comfortable working with project information, financial records and administrative systems, while using sound judgement, maintaining confidentiality and escalating matters when appropriate.

What you’ll do

As the Projects Administration Assistant, you will provide high-quality project administration, coordination and governance support to the Campus Planning and Development function. Working across a varied portfolio, you will help maintain accurate project information, coordinate documentation and reporting, support financial and procurement processes, and keep stakeholders informed and project activities progressing.

In this role, you will:

• undertake all work-related activities in accordance with the Work Health and Safety Act 2011 (Qld), UniSQ Policy and Procedures and the processes relevant to the task being undertaken and/or plant and equipment being used. Safety at work is a primary responsibility;
• provide administrative and coordination support across capital works, maintenance and strategic property projects;
• prepare and maintain project documentation, schedules, registers, meeting records, action lists and routine status reports;
• maintain accurate project and portfolio information in approved systems, templates and filing structures;
• compile, analyse and present project information to support reporting and informed decision-making;
• process purchase requisitions and invoices and assist with procurement, contract, financial and compliance administration;
• monitor project expenditure, track costs against approved budgets and prepare expenditure reports;
• liaise with internal and external stakeholders to obtain information, coordinate activities and follow up agreed actions;
• respond to project-related enquiries and provide guidance on project processes, templates and administrative requirements;
• support project governance by maintaining records, monitoring actions, identifying administrative issues and escalating matters where required; and
• identify opportunities to improve project administration processes, templates, practices and systems.

What will help you succeed

To succeed in this position, you will have:

• an 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; and
• the ability to maintain confidentiality, exercise sound judgement and elevate matters appropriately.
• The role may require occasional travel to other UniSQ campuses.

For further information about this role, please contact Miss Eryn McCabe, Manager (Property and Administration) via ***********@unisq.edu.au.

Building on its strengths as Australia’s leading regional university, UniSQ partners closely with its communities to drive innovation and create opportunity through education and research. Guided by our values of respect, integrity, and excellence, UniSQ’s Strategic Plan 2026–2030 sets a clear ambition: to be Australia’s most transformative university by embracing our regional identity, fostering inclusive learning and research environments, and delivering globally relevant outcomes with strong local impact.

The University offers a range of different ways of working and connecting across our physical and virtual spaces to meet the needs of our students, partners and community. We value diversity and strive to foster an inclusive environment that is underpinned by our values and champions, embraces and respects differences.

We support and encourage applications from all diversity groups. With an increasingly diverse workforce, we understand that careers may be placed on hold or limited throughout many life circumstances.

Find out more about UniSQ at www.unisq.edu.au.

To be considered for this position, you will need to have the right to work in Australia.

Reference Number: 0207_10/26

Term: Part-time, continuing appointment (18 hours/week)

Salary: Total part-time (0.5FTE) remuneration range $44,976 to $47,777 pa (includes salary range of $37,930 to $40,293 pa, employer super contributions of 17% and annual leave loading)

Closes: Thursday, 5 November 2026 at 11:30 pm (AEST)

At UniSQ we are united by our core values of Respect, Integrity and Excellence, which guide our daily actions and decision-making. UniSQ is a child safe organisation.

As part of the University of Southern Queensland's commitment to fostering a safe, respectful and rewarding work environment and in compliance with ourlegal obligations, we require candidates to declare whether they have been investigated for an allegation of Gender Based Violence, or determined to have engaged in conduct that constitutes Gender Based Violence, during the course of their previous employment or in any legal process.

This information helps us meet our legal obligations under the National Higher Education Code to Prevent and Respond to Gender Based Violence, and will be considered when determining a candidate's suitability for employment, so that we can keep our University community safe.