Administration Partner

Garvan Institute of Medical Research brings together world leading researchers and clinicians, collaborating locally and globally, to improve human health. Our mission is to harness all the information encoded in our genome to better diagnose, treat, predict and prevent disease. From the individual patient with rare disease, to the many thousands affected by complex, widespread illness, we are pioneering discoveries across diseases that have the deepest impact on our community.    

THE OPPORTUNITY

The Admin Officer is accountable for providing administrative support to Scientific Program Directors and support Institute initiatives and strategic projects. In addition, you will provide operational and administrative advice and services and contribute to the improvement of operational effectiveness across the institute.

Reporting to the Administration and Operations Manager, Leadership Operations, you will work closely with Professional Services including Finance, People & Culture and Building Operations. Your goal will be to deliver exceptional administrative support to Scientific and Executive Leaders and ensure the smooth running of operations throughout the Institute.

Salary: Up to $85,000 + 11.5% super + salary packaging (depending on experience)

Employment Type: Permanent full-time opportunity

SNAPSHOT OF BENEFITS

• Generous salary packaging to save you income tax on your wages thereby boosting your monthly take home pay (max. $15,900 general expenses + $2,650 meals/accom)

• Ample opportunities for on-going training and development

• Stimulating, diverse research environment

• Flexible work arrangements e.g. start / finish times

• 18 weeks paid parental leave for both parents including paid superannuation

• A range of additional leave types to meet your personal needs including cultural leave, community service and study leave

• Discounted Health Insurance

• Lifestyle discounts with our community partners

WHAT YOU WILL DO

• Partner with assigned client group to support administrative support of Program Directors and Executive members as directed.

• Build and manage effective working relationships with key stakeholders and staff across Garvan

• Oversee local onboarding of new starters including ordering equipment, access to systems, building and/or site orientation

• Arrange travel arrangements, including conference registration, booking fares, accommodation and preparing itineraries for designated Program Directors and external guests

• Provide administrative support to Garvan committees (e.g. Faculty Business Meeting)

• Update relevant policies and procedures, including Confluence administration

• Administer Workday processes as per delegations of authority

• Provide administrative support for strategic and operational projects

• Provide meeting room management and support with other space management (in coordination with Building Operations)

• Oversee Garvan corporate accounts (e.g. Uber)

• Coordinate some key seminars and events

• Other ad-hoc tasks as required

ABOUT YOU

• 3-5 years relevant experience providing high-quality administrative support to leadership teams, experience in Medical Research or Higher Education desirable

• Strong written and verbal communication skills

• Experience supporting projects and managing administrative aspects

• Proven ability to prioritise tasks and manage time effectively

• Building and managing relationships with a diverse range of stakeholders

• High level of accuracy and attention to detail in all tasks

• Ability to handle multiple tasks simultaneously and efficiently

• Excellent customer service skills to handle inquiries and resolve issues promptly

• Well-developed computer skills and experience with a range of database management systems and applications

• Ability to quickly learn and adapt to new systems, processes and technology

• Ability to think critically and solve problems independently

• Delivering within tight timeframes while managing the expectations of numerous stakeholders

• Works well in a team environment and collaborates effectively with colleagues

• Maintains a high level of professionalism and confidentiality

ABOUT GARVAN

Garvan Institute of Medical Research is an independent Medical Research Institute (MRI) in Sydney, delivering sci