School Administration Officer

mq; Sydney; On-site; AUD 70,000 - 90,000; Full time

Job summary

Macquarie University’s Faculty of Science and Engineering is seeking an agile Administration Officer for an immediate start. You will deliver financial, administrative and customer service support to the School of Mathematical and Physical Sciences, coordinating HR processes and day-to-day operations.

Reporting to the School Operations Manager, you’ll manage recruitment, onboarding, budgets, purchasing and reporting, while building relationships with staff and external partners in a busy, public

Qualifications

• A degree in business administration or related discipline and/or equivalent relevant experience.
• Strong organisational, stakeholder relationship and communication skills with the ability to manage competing priorities.
• Knowledge and experience working in a complex administrative environment, preferably in a large organisation.
• Knowledge of financial and budgeting principles.

Responsibilities

• Coordinate and administer School-level processes across the full employee lifecycle, including recruitment, onboarding, leave and termination, and appointments.
• Prepare and monitor financial reporting for the School/Department budgets and project accounts; coordinate purchasing and travel for staff.
• Gather, analyse and interpret data to prepare reports informing decision-making and compliance.
• Develop relationships with internal and external stakeholders; apply university policies and liaise with shared services as required.
• Contribute to review and improvement of HR, finance and administrative systems; comply with WHS regulations.

Skills

Organisational skills

Stakeholder management

Communication skills

Data analysis

Education

Bachelor's degree in Business Administration or related discipline

Tools

Microsoft Office

Database systems

Job description

• Salary package: From $02,136 (HEW Level 6.1) per annum plus 17% employer's superannuation contribution and annual leave loading.
• Appointment Type: Full-time, fixed term role till 3rd August 2027
• Location: Based at Macquarie University, Wallumattagal Campus, North Ryde

The Role

The Faculty of Science and Engineering is seeking an agile and proactive Administration Officer for an immediate start. If you thrive in a busy environment and enjoy supporting a diverse range of stakeholders, this could be the ideal opportunity for you. As part of the School Operations team, you will play a key role in delivering high-quality financial, administrative and customer service support to the School of Mathematical and Physical Sciences.

Reporting to the School Operations Manager, you will bring a strong service mindset, excellent organisational skills, and the ability to work independently while adapting to changing priorities. You will support a broad range of operational activities across financial administration, staff and student support, and contribute to initiatives that enhance the School's effectiveness and performance.

• Coordinate and administer School-level processes across the full employee lifecycle, including recruitment, onboarding, leave and termination, together with visiting and honorary appointments and the academic workload database, applying University policies, procedures and systems.
• Prepare and monitor financial reporting for the School/Department portfolios on expenditure against budgets and project accounts, contribute to annual budget preparation, and coordinate purchasing, procurement and travel administration for staff.
• Gather, analyse and interpret data and information to prepare reports and recommendations that inform School decision-making and meet internal and external reporting requirements.
• Develop and maintain effective relationships with internal and external stakeholders, and interpret and apply University and Faculty policies, processes and systems within the School, liaising with shared services and business partners as required.
• Contribute to the review and improvement of HR, finance and administrative systems and processes; comply with relevant professional standards, EEO and WHS regulations; and undertake other duties appropriate to the classification as required.

About Us

The Faculty of Science and Engineering is a young and dynamic faculty driven by the spirit of discovery. Here we nurture the next generation of science and technology innovators. From a handful of students on the University's first day, the faculty now serves nearly 6000 students across all our programs.

The School of Mathematical and Physical Science is an inclusive community in scientific collaboration. Mathematics and statistics drive breakthroughs in technology and data science, while physics and astronomy seek to understand matter and the Universe - everything from quarks to galaxy clusters. We collaborate closely with local, national, and international organisations and companies across the diverse mathematical and physical sciences fields. Further information about our school is available here.

Selection Criteria

• A degree in business administration or a related discipline, and/or equivalent relevant experience.
• Strong organisational, stakeholder relationship and communication skills, with the ability to manage competing priorities and deliver to tight deadlines.
• Knowledge and experience working in a complex administrative environment, preferably in a complex organisation.
• Knowledge of financial and budgeting principles.
• Intermediate skills in Microsoft Office and database systems, and the ability to quickly learn new systems and technology.
• Experience in contributing to administrative process improvement.

*** The successful candidate will also be required to complete a police check.

Note: Applicants must hold valid Australian work rights for the duration of this appointment.

Why work at Macquarie

We rank amongst the top employers in the Australian Workplace Employers Index, having recently earned a five-star rating in the QS World Rankings with the high