Engagement Administrative Assistant

Position Level 4

Business School Faculty

Casual employment: 2-3 days per week

Start date: ASAP

Position Summary:

The Engagement Administrative Assistant is responsible for providing proactive, practical and efficient administrative support to the Engagement Team.
The Engagement Team consists of both Industry Engagement and Student Engagement streams and sits within the wider Career Accelerator and StudentEngagement (CASE) Team, which supports all UNSW Business School students in enhancing their employability and being part of the Business School community throughout their studies.
The role reports to the Engagement Manager and has no direct reports.

Accountabilities:

Specific accountabilities for this role include:

• Responsible for monitoring the team’s shared inboxes (Industry Engagement and Clubs & Societies), responding to email enquiries from internal and external stakeholders, responding, actioning, or escalating as necessary, ensuring prompt response times are maintained.
• Respond to a range of in-person enquiries from internal and external stakeholders at student or industry-facing events throughout the calendar year and responding or escalating more complex enquiries as necessary.
• Review and approve job advertisements in BusinessConnect in line with approval criteria.
• Maintenance of industry representative data in BusinessConnect, working closely with and supporting the Industry Engagement Officers and Senior Officers
• Collaborate with the Operations team on regular reporting of industry engagement related activity (e.g. feeding team data into the CASE dashboard, student-related program reporting requirements, and CASE quarterly and annual reports)
• Generate WIL agreements from approved templates and escalate any late or delayed agreements
• Collate and submit the Engagement Team’s website updates, oversee BusinessConnect updates, and maintain up-to-date collateral for student and employer facing purposes, ensuring accuracy and consistency of information across these channels
• Monitor incoming tasks to the Engagement Planner (utilising Microsoft Teams functionality), allocate within the team, and generally maintain the Planner as tasks are progressed and completed
• Collate content for industry facing newsletters
• Maintain filing systems, spreadsheets, databases, websites and other administrative system
• Provide general advice relating to administrative guidelines, processes and activities
• Ad hoc projects as directed by the Engagement Manager and participate in relevant projects and initiatives as required.
• Align with and actively demonstrate the UNSW Values in Action: Our Behaviours and the UNSW Code of Conduct
• Cooperate with all health and safety policies and procedures of the university and take all reasonable care to ensure that your actions or omissions do not impact on the health & safety of yourself or others.

Skills and Experience

• Diploma or equivalent combination of qualifications and work experience
• Sound organisational skills including ability to prioritise tasks and duties to meet deadlines.
• Excellent attention to detail and ability to provide effective customer service and support to students and stakeholders
• Advanced interpersonal, written and oral communication skills with experience communicating with a diverse audience
• Demonstrated capacity to work effectively in a team, preferably within a customer service oriented environment
• Proficient level of computer literacy with advanced skills in Microsoft Office365 applications
• Demonstrated ability in the use and administration of online systems and databases – previous experience in database management and CRM tools preferred
• An understanding of and commitment to UNSW’s aims, objectives and values in action, together with relevant policies and guidelines.
• Knowledge of health and safety responsibilities and commitment to attending relevant health and safety training.