The University of Queensland is seeking an Office Manager– North America. The role is a full-time, 12-month contract based in UQ’s North America office in Washington, DC.
The University of Queensland’s North America office was established in 2011 to advance the institution’s international engagement activities in the USA and Canada. UQ’s North America strategy includes deepening research collaboration; building additional academic and industry linkages; and leveraging philanthropic support and investment from alumni, industry and community to support these initiatives.
The Office Manager is responsible for providing administrative and project support to the UQ North America office. In addition, this role with deliver efficient and effective operations; including finance tasks, managing key stakeholder relationships and contributing to external engagement activities in line with the strategies of the business unit.
Working within a small, high performing team, this position is responsible for operational effectiveness of the office; stakeholder management and engagement; financial administration; and support for external engagement activities, including events, visits and missions.
Duties and responsibilities include, but are not limited to:
Office Management and Organisational Effectiveness
- Support initiatives that contribute to long-term operational excellence of the UQ North America office.
- Oversee day-to-day facility management of the UQ North America office – including general office support and administration, and implementation of the UQ North America management guide.
- Coordinate team meetings, appointments and strategic planning activities
- Support the Associate Director to ensure renewals and compliance for the office are completed in a timely and efficient manner.
- Contribute to monthly and annual reports, market research, issue briefs, and other publications.
- Identify and recommend continuous improvement processes and activities in program implementation efficiency and effectiveness.
Stakeholder Management and Engagement
- Establish and maintain the records and contact databases for the UQ North America office.
- Respond to stakeholder enquiries, including the preparation of emails and other correspondence from alumni, partners and sections of the University as required, ensuring a professional standard of communication at all times.
- In consultation with UQ North America staff, assist with implementing an effective and relevant communications plan to engage both internal and external stakeholders.
- Maintain efficient electronic and hard copy filing systems to ensure that stakeholder correspondence can be located in an appropriate, efficient and timely manner.
- Assist with the development of financial plans and budget management of the UQ North America office – including reconciliations and accounts payable/receivable.
- Manage accounts with key North American vendors, and ensure timely payments for services rendered.
- Manage reconciliations of office and travel expenses.
- Assist the Associate Director in creating annual budget and monitoring cash flow.
External Engagement support
- Assist and support meetings and key networking events when UQ senior executives visit the region – including program and logistical support for Senior Executive Missions.
- Manage and co-ordinate functions and other events to support external engagement activities.
- Undertake research and gather background information for strategic external engagement projects and initiatives, and assist with market research and writing reports.
- Assist the Executive Director of TUQIA Foundation in managing day-to-day operations.
- Provide support for other areas of work within the North America team during times of peak activity.
- Other duties as directed to assist with the overall functioning and operation of the UQ North America office.
Ensure you are aware of and comply with legislation and University policy relevant to the duties undertaken, including but not exclusive to:
- the University’s Code of Conduct
- requirements of the Queensland occupational health and safety (OH&S) legislation and related OH&S responsibilities and procedures developed by the University or Institute/School
- the adoption sustainable practices in all work activities and compliance with associated legislation and related University sustainability responsibilities and procedures
- requirements of the Education Services for Overseas Students Act 2000, the National Code 2007 and associated legislation, and related responsibilities and procedures developed by the University
Note that this position may require after-hours work and occasional travel. The position reports to the Associate Director (North America).
Applicants should possess relevant qualifications a or proven experience providing administration support. The successful appointee will have highly effective organisational and planning skills, outstanding written and verbal communication skills, demonstrated problem solving strategies, events management and planning experience with the ability to work with initiative and a flexible approach to adapt to changing circumstances.
The University of Queensland values diversity and inclusion and actively encourages applications from those who bring diversity to the University. Please refer to the University’s Diversity and Inclusion webpage (https://staff.uq.edu.au/information-and-services/human-resources/diversity) for further information and points of contact if you require additional support.
Accessibility requirements and/or adjustments can be directed to the contact person listed in the job advertisement.
- Completion of a tertiary qualification or an equivalent combination of relevant training/experience in administration, business management or related field.
- Highly effective organisational and planning skills – including excellent attention to detail and accuracy, the ability to use initiative, prioritise own workload, solve problems, meet strict deadlines, and work across multidisciplinary teams.
- Outstanding interpersonal skills, including the ability to communicate effectively, build
- handle sensitive information with sound judgment, and effectively
- and negotiate with internal and external stakeholders at all levels.
- Demonstrated ability to manage high quality events and activities within designated
- Ability to work with initiative, demonstrating problem solving strategies and a willingness to exercise good judgement.
- A flexible approach and ability to adapt to changing circumstances.
- Experience in the use of Microsoft Office suite of programs, email, and the Internet
- the ability to rapidly gain competency in specialist programs such as Vision6, InDesign, Raisers Edge and Drupal.
- Previous experience in a tertiary environment in the areas of administration and/or engagement would be highly regarded.
- Experience in alumni relations or international affairs will be highly regarded.
- Experience using the Raiser’s Edge database would be an advantage.
To submit an application for this role, please send your cover letter and resume by 21 September 2018. It is expected that interviews will be conducted in late September / early October.
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