POSITION DESCRIPTION

Office of the Dean Melbourne

Executive Assistant to the Dean

POSITION NO 0002791

CLASSIFICATION HEW 6

SALARY $66,278 - $71,743 p.a.

SUPERANNUATION Employer contribution of 17%

EMPLOYMENT TYPE Full-time (fixed-term) position available Fixed term contract type: Replacement Staff Member to July 2013

OTHER BENEFITS www.hr.unimelb.edu.au/careers/info/benefits

CURRENT OCCUPANT N/A

HOW TO APPLY Online applications are preferred. Go to www.jobs.unimelb.edu.au and use the Job Search screen to find the position by title or number.

CONTACT Jackie Rosario FOR ENQUIRIES ONLY Tel +61 3 9035 5988 Email [email protected] Please do not send your application to this contact

For information about working for the , visit our websites: hr.unimelb.edu.au/careers joining.unimelb.edu.au

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Position Summary The Executive Assistant (EA) to the Dean is responsible for providing high level executive support and the efficient operation of the Dean’s office including the ability to respond on their behalf when required. Working in a fast-paced environment, the EA will be required to manage competing deadlines, handle sensitive issues with discretion and confidently interact with internal and external stakeholders on a daily basis. It is expected that the incumbent will gain a strong understanding of the relationships, priorities and projects that lie within the responsibility of the Dean in order to assist in the achievement of goals. The ability to prioritise a large volume of work, exercise sound judgement and to learn quickly is essential.

The Executive Assistant is expected to work in a flexible and changing environment as Melbourne Law School makes the transition to ’s first all-graduate law school.

1. Selection Criteria

1.1 ESSENTIAL

Personal Capabilities Outstanding organisational skills and an ability to respond to pressure in a calm manner Outstanding oral and written communication skills, with a specific focus on diplomacy, accuracy, tact and clarity Demonstrated ability to cultivate productive working relationships with a wide range of internal and external stakeholders Demonstrated ability to anticipate needs, be responsive to change, use initiative and prioritise effectively Demonstrated ability to deal with sensitive issues, maintain confidentiality and provide impartial advice Sound ability to self-manage and demonstrate diligence with respect to meeting objectives and progressing work autonomously Skills and Experience Relevant tertiary qualification and experience, or a combination of relevant experience and education/training Experience and knowledge of the tertiary education environment, and an understanding of administrative and decision-making structures within the University Specialist Skills Previous experience in delivering a full range of high level administrative support to senior executive staff Committee co-ordination and preparation of meeting agenda, papers and minutes

1.2 DESIRABLE

Advanced skills in electronic transcription and in the use of a range of computer applications, including email, electronic calendars, word processing, spreadsheets and databases, and the ability to learn new applications Fluency in a language other than English

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2. Special Requirements Operational requirements of the Law School may influence approval of annual leave. The Executive Assistant may be required to work outside of normal work hours

3. Key Responsibilities

3.1 MANAGEMENT OF THE DE AN’S OFFICE

Use of sound judgement to screen, respond to and manage incoming and outgoing telephone and email enquiries providing appropriate referral and response such that the Dean need respond only to matters regarding her urgent or specific input Liaise regularly with a range of internal and external clients, including University, Law School staff and members of the legal community Provide hospitality and reception for visitors to the Office of the Dean

3.2 DIARY AND EMAIL MANAGEMENT

Receive and allocate incoming communications (email, mail, fax), screen and track responses and manage all routine matters as required by the Dean Respond to all telephone calls on behalf of the Dean Provide daily update to the Dean on meeting schedule and priorities Manage the Dean’s diary and co-ordinate meetings

3.3 ADMINISTRATIVE AND S ECRETARIAL SUPPORT

Monitor all projects and issues managed by the Dean to ensure responses are delegated, developed and submitted in required timeframes Prepare correspondence, presentations, agendas and undertake production of teaching materials, briefing notes and other documentation Maintain electronic and manual filing system and records management within the office Maintain spreadsheets and databases Undertake a liaison and co-ordination role with Faculty staff and student bodies Undertake compilation of some budget and financial information

3.4 TRAVEL AND CONFERENC E ARRANGEMENTS

Organise domestic and international travel arrangements and conference registration and attendance Process travel acquittals and expense reimbursements

3.5 COMMITTEE AND MEETIN G CO-ORDINATION

Co-ordinate committee activities for faculty committees as required including research and consultation, setting up meeting schedules, arranging venues and catering, maintain terms of reference and membership, ensure compliance with university policies and procedures

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Preparation and distribution of agendas, documentation, minute taking Compilation of the Dean’s daily meeting schedule and any papers needed

3.6 RESEARCH AND PROJECT MANAGEMENT

Undertake research and co-ordinate one off and ongoing projects such as events required by the Dean

3.7 STAFF SUPERVISION

From time to time the Executive Assistant may be required to supervise casual or temporary staff Occupational Health and Safety (OH&S) and Environmental Health and Safety (EH&S) responsibilities as outlined in section 6.

4. Job Complexity, Skills, Knowledge

4.1 LEVEL OF SUPERVISION / INDEPENDENCE

General direction is provided by the Dean. A high level of initiative and judgement is required to determine the appropriate methods to ensure processes are undertaken promptly and efficiently, and priorities are appropriately identified. The ability to follow tasks through to completion is essential.

4.2 PROBLEM SOLVING AND JUDGEMENT

The Executive Assistant requires a high level of judgement and problem solving skills in order to carry out the role effectively. The incumbent will be expected to prioritise conflicting tasks, gauge the importance of arising issues, distinguish between important and more trivial tasks and inform the Dean, Deputy Dean and/or Faculty General Manager of any complex or sensitive matters that require attention

4.3 PROFESSIONAL AND ORG ANISATIONAL KNOWLEDG E

The Executive Assistant must develop and maintain an in-depth knowledge of Faculty policies and procedures, and broader University structures. The incumbent must also be able to adjust to new technology. Appropriate training will be provided.

5. Other Information

5.1 BUDGET DIVISION

www.law.unimelb.edu.au Melbourne Law School is Australia's first all-graduate law faculty. The Melbourne Law School was the first faculty in Australia to teach law, and awarded this country's first law degrees. The Law School has now committed itself to build on our more than 150 year history of excellence and innovation by shifting from undergraduate to the global standard, graduate level degree. Coupled with the unrivalled

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excellence of the Melbourne Law Masters and its internationally renowned Research Higher Degree programs, the Law School offers a unique opportunity for the integration of scholarship and teaching.

Its faculty is a vibrant community of creative scholars, committed to a highly collegial, research-intensive institutional life. The Law School has particular strengths in cross- disciplinary and comparative analysis. It aims to integrate teaching with research and engagement activities and to engage with local, national and global communities.

The Law School is a single department faculty located in a custom designed building in University Square. The Law School has approximately 200 undergraduate (LLB) and 1,900 graduate students (including JD, Melbourne Law Masters and Research High Degrees).

5.2 THE UNIVERSITY OF MELBOURNE

The University of Melbourne is a leading international university with a tradition of excel- lence in teaching and research. With outstanding performance in international rankings, Melbourne is at the forefront of higher education in the Asia-Pacific region and the world. The University of Melbourne is consistently ranked by the THES among the world’s top 50 universities.

Established in 1853, shortly after the founding of Melbourne, the University is located just a few minutes from the centre of this global city. The main Parkville campus is recognised as the hub of Australia’s premier knowledge precinct comprising eight hospitals, many leading research institutes and a wide range of knowledge-based industries. The University employs people of outstanding calibre and offers a unique environment where staff are valued and rewarded. Further information about working at The University of Melbourne is available at www.hr.unimelb.edu.au/careers.

5.3 GROWING ESTEEM AND T HE

Growing Esteem describes Melbourne's strategy to achieve its aspiration to be a public- spirited and internationally-engaged institution, highly regarded for making distinctive contributions to society in research and research training, learning and teaching, and engagement. www.growingesteem.unimelb.edu.au

The University is at the forefront of Australia's changing higher education system and offers a distinctive model of education known collectively as the Melbourne Model. The new educational model, designed for an outstanding experience for all students, is based on six broad undergraduate programs followed by a graduate professional degree, research higher degree or entry directly into employment. The emphasis on academic breadth as well as disciplinary depth in the new degrees ensures that graduates will have the capacity to succeed in a world where knowledge boundaries are shifting and reforming to create new frontiers and challenges. In moving to the new model, the University is also aligning itself with the best of emerging European and Asian practice and well-established North American traditions.

5.4 EQUITY AND DIVERSITY

Another key priority for the University is access and equity. The University of Melbourne is strongly committed to an admissions policy that takes the best students, regardless of financial and other disadvantage. An Access, Equity and Diversity Policy Statement, included in the University Plan, reflects this priority.

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The University is committed to equal opportunity in education, employment and welfare for staff and students. Students are selected on merit and staff are selected and promoted on merit.

5.5 GOVERNANCE

The Vice Chancellor is the Chief Executive Officer of the University and responsible to Council for the good management of the University. Comprehensive information about the University of Melbourne and its governance structure is available at www.unimelb.edu.au.

6. Occupational Health and Safety (OHS) All staff are required to take reasonable care for their own health and safety and that of other personnel who may be affected by their conduct.

OHS responsibilities applicable to positions are published at:

http://safety.unimelb.edu.au/topics/responsibilities/ These include general staff responsibilities and those additional responsibilities that apply for Managers and Supervisors and other Personnel.

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