School Administration Officer

Macquarie University; Sydney; On-site; AUD 92,000 - 112,000; Full time

Benefits offered by this job

17% Superannuation

Subsidised onsite parking options

Flexible working options

Training and professional development

Discounted health insurance

Employee Assistance Program

Subsidised Sport & Aquatic Centre

Job summary

Macquarie University is seeking an agile Administration Officer for immediate start within the School Operations team. You will deliver high‑quality financial, administrative and customer service support to the School of Mathematical and Physical Sciences.

Reporting to the School Operations Manager, you will work independently while adapting to changing priorities. You will coordinate HR processes, monitor budgets, prepare reports and build effective relationships with stakeholders.

Qualifications

• Degree in business administration or related discipline or equivalent experience.
• Strong organisational, stakeholder relationship and communication skills with the ability to manage competing priorities and deadlines.
• Experience in a complex administrative environment is preferred.
• Knowledge of financial and budgeting principles.
• Intermediate skills in Microsoft Office and database systems; ability to learn new systems quickly.
• Experience contributing to administrative process improvement.

Responsibilities

• Coordinate and administer School‑level processes across the full employee lifecycle, including recruitment, onboarding, leave and termination, visiting and honorary appointments, and the academic workload database, applying University policies and systems.
• Prepare and monitor financial reporting for School/Department budgets and project accounts; coordinate purchasing, procurement and travel administration for staff.
• Gather, analyse and interpret data to prepare reports and inform School decision‑making and external reporting requirements.
• Develop and maintain relationships with internal and external stakeholders, applying policies and 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 professional standards, EEO and WHS regulations.

Skills

Organisational skills

Stakeholder management

Communication skills

Problem solving

Education

Bachelor's degree in business administration or related discipline

Tools

Microsoft Office

Database systems

Job description

• Salary package: From $102,136 (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.

Some of your key responsibilities include:

• 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.

Note: The successful candidate will also be required to complete a police check prior to commencement.

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

Role-specific Enquiries: Theresa Han, School / Department Operations Manager at [e-mail]

Applications Close: Sunday 13 September 2026 at 11:59 p.m. (AEST)

*** Applications will be reviewed as they are received, and we reserve the right to progress or decline an application prior to the application closing date. We also reserve the right to close the advertisement early if a sufficient number of qualified applicants is received.

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 highest rating for employability.

Our prime location is just a short walk from Macquarie University Metro Station and Macquarie Shopping Centre. Enjoy the benefits of working at a campus that offers:

• 17% Superannuation
• Subsidised onsite parking options
• Flexible working options
• Training and professional development
• Discounted health insurance (Medibank)
• Employee Assistance Program
• Subsidised membership at the Sport & Aquatic Centre

Pre-Employment Checks

Macquarie University cultivates a workplace defined by safety, ethical conduct, and strong integrity. Prior to completion of an offer of employment, preferred candidates will be required to participate in a combination of pre-employment checks relevant to the role they have applied for.

Your employment is conditional upon the completion and maintenance of all role-required pre-employment or background checks in terms satisfactory to the University.

A Place Where You Belong

At Macquarie, we believe diversity makes us stronger, inclusion drives our success, and belonging inspires us to do our best work. We are proud to foster a community where different backgrounds, identities, and experiences are valued, and where our people are empowered to thrive through supportive leadership, shared responsibility, and a deep commitment to genuine care and respect for our community. Find out more about our vision for a truly inclusive workplace in our Diversity, Inclusion and Belonging Framework.

Flexible Work

At Macquarie, we believe by providing flexibility in when, where and how work is done, we can support our staff to manage their personal commitments, while optimising their work performance and contributions to the University. See how we lead in flexible work to enable an outcome focused and inclusive workplace. To learn more about our culture and hiring process, visit our Jobs at Macquarie page.