Division Operations Coordinator (NZGSM)

The University of Waikato; Hamilton; On-site; NZD 87,000 - 100,000; Full time

Job summary

The University of Waikato invites applications for an Operations Coordinator to support the New Zealand Graduate School of Medicine (NZGSM). Based at Hillcrest Campus in Hamilton, you will provide high-quality operational, governance and stakeholder coordination for the NZGSM establishment and ongoing operations.

You will work closely with the Dean and Deputy Dean, coordinating onboarding for honorary appointees and enabling access to university systems while ensuring confidentiality and

Qualifications

• Highly organised individual with the ability to handle complex environments.
• Experience providing high-quality administrative, operational or executive-level support within a large organisation, including working with senior leaders and diverse stakeholders.
• Strong coordination skills with the ability to manage multiple workstreams, deadlines and information.
• Experience providing committee or secretarial support, including agendas, minutes and records management.
• Excellent written and interpersonal communication skills with a focus on confidentiality and professional engagement.
• High-level digital capability across Microsoft 365, Teams and SharePoint.

Responsibilities

• Coordinate governance, accreditation and stakeholder engagement for NZGSM.
• Provide operational support to the Dean and Deputy Dean of Medicine.
• Onboard and integrate honorary clinical and academic appointees as primary operations contact.
• Support appointment processes, access to university systems and ongoing engagement with the medical school.
• Manage meetings, information flow and action tracking to ensure priorities are met.

Skills

Organisational skills

Stakeholder management

Communication

Secretarial support

Project coordination

Confidentiality

Attention to detail

Tools

Microsoft 365

Teams

SharePoint

Job description

The University of Waikato holds a special place in the New Zealand university system. Since its inception in 1964 when it was created by the demands of the local community, the University has shown a commitment to innovation and to...

Play a key role in supporting the establishment and ongoing operation of the New Zealand Graduate School of Medicine.

Work closely with the Dean and Deputy Dean of the New Zealand Graduate School of Medicine.

Join a close knit, high performing team shaping the future of Health.

Build the operational foundations that will support Aotearoa’s newest graduate-entry medical school.

As the Operations Coordinator supporting the New Zealand Graduate School of Medicine, you will provide high-quality operational, governance and stakeholder coordination to support the establishment and ongoing operation of the New Zealand Graduate School of Medicine (NZGSM).

This is a varied and highly collaborative role working within the Division of Health PVC Office team. You will coordinate a broad range of activities across medical school including governance, medical school accreditation, stakeholder engagement and honorary clinical and academic appointments. You will also provide professional, confidential and proactive coordination support to the Dean and Deputy Dean of Medicine, helping to ensure priorities, meetings, information and key activities are well managed.

A key part of the role will be providing a welcoming and mana-enhancing experience for NZGSM honorary clinical and academic appointees. As their primary operational contact, you will coordinate the appointment and onboarding processes, facilitate access to University systems and services, and support their ongoing connection and engagement with the medical school.

This is a continuing, full-time role (37.5 hours per week) based at our Hillcrest Campus in Hamilton.

Salary will be in the range of $87,624 to $100,214 per year based on skills, knowledge and experience brought to the position.

Ko wai koe? – Who are you?

You are highly organised person who thrives in complex environments. You enjoy creating structure, momentum and bring a service excellence approach to a diverse range of activities and relationships.

You have experience providing high-quality administrative, operational or executive-level support within a complex organisation, including working with senior leaders and a broad range of internal and external stakeholders.

Strong operational and coordination skills, with the ability to manage multiple workstreams, deadlines and interruptions.

Experience providing committee or secretarial support, including preparing agendas and papers, minute taking, action tracking and records management.

Excellent written and interpersonal communication skills, with the ability to build constructive relationships across a wide range of stakeholders.

Strong attention to detail, sound judgement, discretion and respect for confidentiality.

High-level digital capability, including Microsoft 365, Teams, SharePoint or similar collaboration platforms.

• A proactive and solutions-focused approach, with the ability to anticipate needs, follow through and keep others informed.

Experience in tertiary education, health, clinical, government or another complex stakeholder environment would be advantageous. Experience supporting honorary, affiliate, clinical or external appointees, or coordinating events and stakeholder engagement activities, would also be valuable.

You will bring a warm, professional and mana-enhancing approach to your work, alongside a commitment to culturally responsive practice and the University’s partnership with Māori as intended by Te Tiriti o Waitangi.

Ko wai mātou? – Who are we?

The Division of Health is committed to addressing health inequities and improving health outcomes across Aotearoa, with a particular focus on Māori and Pacific communities. Our teaching and research span Biomedical Sciences, Health Promotion, Healthy Active Living, Human Performance Science, Midwifery, Nursing, Pharmacy, and Sport Development and Coach.

A key strategic priority is the New Zealand Graduate School of Medicine, which will welcome its inaugural cohort of students in 2028. The NZGSM will contribute to strengthening Aotearoa’s future medical workforce through an innovative model of medical education grounded in equity, partnership and responsiveness to the communities it serves.

He aha ngā take me tono mai ai koe? – Why should you apply for this position?

This is a unique opportunity to contribute to the establishment of a new medical school and help shape the operational systems, relationships and ways of working that will support its success into the future.

You will work at the heart of a significant University initiative, alongside senior academic and professional leaders, and build relationships across the University, health sector and wider community.

At the University of Waikato, we value integrity, creativity, diversity and our enduring partnership with Māori. We are committed to a workplace that is inclusive and mana-enhancing and welcome applications from candidates with the skills, initiative and commitment to help us achieve our goals.

The University of Waikato encourages applicants from all backgrounds with the relevant capabilities to apply. Applicants must have the legal right to live and work in New Zealand in accordance with NZ Immigration regulations which can be found here .

Ko te Tangata – For the People

The University of Waikato prides itself on the quality of its engagement with the communities that it serves, the provision of a world-class education and the national and international impact of its research. Our policies are guided by the principles of the Treaty of Waitangi and equal opportunity for all.