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Garvan’s 2030: Discoveries to Impact Strategy is designed to galvanise Garvan’s researchers, professional staff, partners, donors and community around our vision of Global leadership in discoveries to impact, and to enable us as an Institute to deliver on that vision – such that Garvan becomes an institute where research discoveries are taken through to patient impact (new treatments, tests and prevention approaches), on a global scale.

The Opportunity

The Admin Officer will work as a part of the Molecular Screening and Therapeutics (MoST) team and is accountable for providing a high level of administrative services to the Executive within MoST and the Australian Genomic Cancer Medicine team at Garvan.

Key Responsibilities

The key responsibilities include:

Executive Support

  • Co-ordinate diaries and arrange appointments, meetings and functions as necessary

  • Draft and co-ordinate correspondence

  • Track and respond to emails

  • Take meeting notes and prepare minutes

  • Assist with preparing reports and presentations (e.g. PowerPoint, Google slides)

  • Assist with maintaining website content

  • Arrange travel and conference registration including booking fares, accommodation and preparing itineraries as required

  • Assist in planning scientific events e.g., workshops, symposiums, conferences, retreats, including itineraries for guest speakers as required

General Administration

  • Administer Workday processes, where delegated authority is provided, such as managing approvals; submitting job requisitions, change jobs and separations; generating & processing invoices, expenses & reimbursements; reconciling monthly credit card charges

  • Co-ordinate visits from external guests including booking accommodation, organising itineraries.

  • Assist with new starter inductions

  • Order stationery supplies and maintain office equipment (consumables, fault reporting etc.)

  • Liaison with internal stakeholders, senior management and external stakeholders as required to undertake allocated accountabilities

Research Management

  • Provide research assistance (e.g. on-line library searching using Current Contents, Pubmed, Medline and other library databases)

  • Assist in preparation of applications and reports for research grants from NHMRC and other funding bodies, liaise with Research & Development Office and Finance staff as required

  • Work with the Research & Development office to maintain publication / manuscript records and related information; grants and related ethics compliance information (human and animal studies); and to prepare management reports detailing reporting requirements for secured grants and current status of research grants

Snap shot of benefits

  • This is a 3 year term with a negotiable salary depending no experience.

  • Generous salary packaging ($15,900 for general household expenses and $2,650 for meal/entertainment expenses)

  • On going training and development

  • Flexible work arrangements

  • 18 weeks paid parental leave

  • Additional day’s leave as Garvan Day

  • Discounted Health Insurance

  • Lifestyle discounts with our community partners

About You

The key skills and experience include:

  • A minimum of 3 years of experience across a range of executive support, office administration and secretarial tasks

  • Administration experience in a research or academic environment or knowledge of scientific terminology highly desirable

  • Excellent organisational and interpersonal skills

  • Ability to multitask and prioritise tasks

  • Excellent time management skills

  • Attention to detail

  • Well-developed verbal and written communication skills

  • Advanced computer skills, with fluency in a variety of software packages including Word, Excel and PowerPoint, Dropbox, Google Drive

  • Experience in the use of databases, layout of documents and reports, as well as using on-line library searching software

  • Capacity to work with a high degree of independence

  • Familiarity with budget administration, purchasing and reimbursement management

  • Experience providing administrative support in a scientific/medical context and/or knowledge of science/medical terminology is desirable

  • Project management skills are desirable

How to Apply

To apply for this position, please submit your application with a CV and cover letter as one document, stating why you are interested in this role. We are reviewing applications as they are received. If you think you’re the right person for this role, we’d love to hear how your capabilities, achievements and experience set you apart.