RDE Program Coordinator

University of New South Wales; Sydney; Hybrid; AUD 107,000 - 130,000; Full time

Benefits offered by this job

Superannuation 17%

Leave loading

Flexible working options

Additional leave during holidays

Job summary

University of New South Wales (UNSW) Kensington campus is seeking a Program Co-ordinator for the Research Data Experience (RDE) Program within UNSW IT. This is a 27-month fixed-term, full-time role with Hybrid Flexible Working.

The successful candidate will provide practical and efficient program support, manage governance, schedules and stakeholder communications. The role reports to the RDE Program Manager and requires tertiary qualification with relevant experience, excellent communication,

Qualifications

• Relevant tertiary qualification with subsequent relevant experience.
• Excellent written and verbal communication skills.
• Demonstrated success collaborating across levels within an organisation.
• Experience with JIRA, Confluence, MS Project and MS Office.
• Excellent time management and ability to meet competing deadlines.
• Demonstrated project co-ordination experience monitoring and tracking projects.
• Experience managing project finances and knowledge of UNSW policies.
• Understanding of UNSW aims, values and policies.
• Knowledge of health & safety responsibilities.

Responsibilities

• Assist with development of program artefacts and strategic alignment.
• Support leadership and management of the program through prioritisation and influence.
• Manage governance documents, meetings and actions.
• Coordinate program schedules and resource allocation.
• Develop, review and standardise program documents; create templates.
• Distribute documents per protocols to stakeholders.
• Provide program guidance on internal processes and policies.
• Foster clear program communications with stakeholders.
• Coordinate adherence to UNSW governance pathways.
• Monitor and report on program status, time, cost and quality; liaise with stakeholders.
• Identify risks/issues and plan mitigations; manage changes and dependencies.
• Partner with internal/external colleagues on change activities and communications.
• Ensure alignment with Program/Project Methodology and governance; stay informed on changes.
• Support financial management, track POs and invoices; manage procurement docs.
• Prepare briefing notes, agendas, minutes, reports, presentations.
• Support setup of shared workspaces and meeting rooms.

Skills

Communication skills

Time management

Project coordination

Finance management

Collaboration

Policy understanding

Education

Tertiary qualification

Tools

JIRA

Confluence

MS Project

MS Office

Job description

At UNSW, we take pride in the broad range and high quality of our teaching programs. Our teaching gains strength and currency from our research activities, strong industry links and our international nature; UNSW has strong regional and...

• Employment Type: Full time, fixed term role for 27 months as as Program Co-ordinator, RDE program, UNSW IT
• Starting salary $118483 plus 17% superannuation and leave loading
• Location: Kensington campus in NSW (Hybrid Flexible Working)

About UNSW:

UNSW isn’t like other places you’ve worked. We’re a large organisation with a diverse and talented community; a community doing extraordinary things. Together, we are driven to be thoughtful, practical, and purposeful in all we do. Taking this combined approach is what makes our work matter. It’s the reason we’re one of the top 50 universities in the world and a member of Australia’s prestigious Group of Eight. If you want a career where you can thrive, be challenged and do meaningful work, you’re in the right place.

The Program Co-ordinator plays a key role within the Research Data Experience (RDE) Program in providing practical and efficient program support (including proactive administrative support) for the Program and Program Streams. The Program Co-ordinator will ensure that administrative systems and processes are executed to a high standard. The role entails providing program management monitoring and reporting support, coordinating the Program Schedule and the timetables of critical governance groups. The role reports to the RDE Program Manager.

Specific accountabilities for this role include:

• Assist with the development of key program artefacts such as program plans, change requests, functional and non-functional requirements, schedules, and resource plans. This includes working with the project teams including project co-ordinators to ensure strategic alignment of all documents.
• Support with the leadership and management of the program, driving goal attainment and initiative success through strategic prioritisation and influence.
• Management, development and coordination of governance documentation and meetings including program diary management, minute taking and management of the program team actions.
• Manage the seamless integration of project schedules and resource allocation to optimize program execution and guarantee alignment with established timelines.
• Develop, review, and standardise program-related documents, ensuring consistency in format and content across the program. Develop templates and management systems for common documents to streamline the creation process.
• Manage the distribution of documents to relevant team members and stakeholders in line with distribution protocols to ensure the right people receive the right information at the right time.
• Provide program technical advice and guidance, support, and mentorship to team members as well as to external resources on internal processes ensuring adherence to the policies and procedures of the university.
• Facilitate clear and effective communication within the program team and stakeholders; address issues and concerns promptly, fostering a positive working environment.
• Coordinate adherence to UNSW governance pathways to ensure the program aligns to the PMO Guardrails
• Manage, monitor, track, and report on the status of program and deliverables to ensure time, cost and quality metrics are in line with the agreed project outcomes and plans. Liaise with key stakeholders to recommend and determine areas for improvement and develop action plans as a result.
• Utilise best practice issue and risk management, identify and assist in assessing issues and risks in an informed and considered manner to plan for the mitigation of these, managing the dependencies, and changes in scope with substantial influence over the priorities.
• Partner with internal and external project colleagues to develop and coordinate change activities including effective communications with key stakeholders, both internal and external to the program.
• Ensure alignment with the agreed Program/Project Methodology and governance for the related activities and artefacts and ensuring adherence to those standards. Stay informed about changes in governance that may impact program implementation.
• Support program financial management including the need to track and coordinate vendor Purchase Orders and Invoices in conjunction with Finance.
• Manage the documentation associated with procurement activities
• Prepare briefing notes, agendas, minutes, reports, presentations and other documents as required
• Support with the presentation and set up of shared workspaces, including meeting rooms and print rooms

Skills and Experience:

• Relevant tertiary qualification with subsequent relevant experience or equivalent competence gained through any combination of education, training and experience.
• Excellent written and verbal communication skills, with a high level of attention to detail for deliverables produced.
• Demonstrated success working effectively and collaboratively on initiatives with a range of people at various levels within an organisation.
• Experience working with a range of computer systems and applications, including JIRA, Confluence, MS Project, MS Office.
• Excellent time management skills, with a demonstrated ability to respond to changing priorities, manage multiple tasks and meet competing deadlines by using judgement and initiative.
• Demonstrated project co-ordination experience monitoring and tracking projects within agreed time limits.
• Experience managing project finances and knowledge of UNSW Financial policies, procedures and systems.
• An understanding of and commitment to UNSW’s aims, objectives and values in action, together with relevant policies and guidelines.
• Proven skills in preparing documentation, presentations and reports, and advanced competency in the use of Microsoft Office, including but not limited to Word, Excel, Outlook and Power Point.
• Demonstrated ability to exercise initiative and recommend improvements to systems and processes and capacity and willingness to develop knowledge and understanding of advanced administrative processes.
• An understanding of and commitment to UNSW’s aims, objectives and values in action, together with relevant policies and guidelines.
• Knowledge of health & safety (psychosocial and physical) responsibilities and commitment to attending relevant health and safety training.

Benefits and Culture

• Flexible Working Options (work from home, flexible hours etc)
• 17% Superannuation contributions and additional leave loading payments
• Additional 3 days of leave over Christmas period
• Discounts and entitlements (retail, education, fitness)

Please note: Sponsorship is not available for this role; valid Australian working rights are required on application.

Pre-Employment Checks

As part of our recruitment process candidates may be required to undergo pre-employment screening, which may include reference checks, qualification verification, right-to-work verification, and criminal history screening where relevant to the role.

Applications close: Wednesday 16 th of September at 11.30pm

UNSW is committed to equity diversity and inclusion. Applications from women, people of culturally and linguistically diverse backgrounds, those living with disabilities, members of the LGBTIQ+ community; and people of Aboriginal and Torres Strait Islander descent, are encouraged. UNSW provides workplace adjustments for people with disability, and access to flexible work options for eligible staff.

The University reserves the right not to proceed with any appointment.