College Services Assistant in Newcastle

The University of Newcastle – Newcastle NSW

As a College Services Assistant, you will play an important role in supporting the smooth operation of one of Australia's leading health and wellbeing education and research environments. Working within the Pro Vice-Chancellor Unit, you will contribute to a wide range of administrative and operational activities that directly support staff, students, and the broader College community.

No two days will be the same as you coordinate office operations, manage resources, support procurement activities, and collaborate with colleagues across multiple teams. This role offers the opportunity to build strong stakeholder relationships, develop your administrative expertise, and make a meaningful contribution to a collaborative and dynamic workplace culture.

In this role you will:

• Provide administrative and operational support to the College's Pro Vice-Chancellor Unit.
• Coordinate office support activities, including stationery ordering and office resource management.
• Assist with activity-based working arrangements, including locker management and new staff onboarding support.
• Maintain records using the University's records management systems.
• Manage fleet vehicle bookings and support parking administration activities.
• Process purchasing and procurement activities using University systems and procedures.
• Provide accurate and timely advice to stakeholders regarding purchasing and administrative processes.
• Support broader Operations Team activities, including engagement initiatives, technical services, events, and contract management.
• Assist with executive support activities such as meeting coordination, travel arrangements, and ad hoc administrative requests.
• Build and maintain positive working relationships with internal and external stakeholders.

This is a Part Time (0.5 FTE / 35 hours a fortnight), Fixed Term role for 6 months, is at a HEW 4 and located at Callaghan Campus (Awabakal and Worimi land).

You will have:

• A relevant Associate Diploma qualification with related work experience, a certificate-level qualification with post-certificate experience, or an equivalent combination of education, training, and experience.
• Well-developed interpersonal and communication skills, with the ability to work effectively in a team environment.
• Strong organisational and time management skills, with the ability to manage competing priorities and deliver high-quality work within deadlines.
• A professional approach to customer service and stakeholder engagement.
• Experience working within established policies, procedures, and compliance frameworks.
• An understanding of, and commitment to, work health and safety, equity, diversity, and respectful workplace practices.

About our University

The University of Newcastle stands as a global leader distinguished by a commitment to equity and excellence. Our vision is to be a world-leading University for our regions and create a better future for our regions and the globe. Underpinned by this vision are our values of excellence, equity, engagement and sustainability.

About the Unit

The College of Health, Medicine and Wellbeing is comprised of four Schools: School of Medicine and Public Health, School of Nursing and Midwifery, School of Biomedical Sciences and Pharmacy and School of Health Sciences. We are a College that has a strong, clinical-oriented research profile, excellent teaching and innovative learning approaches, and a focus on professional experience.

What we offer

• Remuneration of Higher Education Worker Level 4 + 17% superannuation, commensurate with skills and experience.
• Additional University Holiday days, generous personal, life, and parental leave, annual leave loading, and additional purchased leave scheme.
• Discounts on private health insurance, gym memberships, software, travel and more.
• A range of support and wellbeing programs.

We value diversity and strive to ensure that our recruitment processes are equitable, inclusive, and barrier‐free. If you require an alternative pathway to view the Position Description or to submit an application, please reach out to **********@newcastle.edu.au.

Our assessment process typically includes an interview, referee checks, and pre-employment checks as appropriate to the role.

Our University is committed to creating a safe, respectful, and inclusive environment for every member of our community. This commitment is central to our values and our efforts to build a diverse workforce where everyone can thrive.

Contact Us

For specific position enquiries, please contact Alexandra (Ali) Day, Manager Operations, on (02) 4921 8*** or *************@newcastle.edu.au.

Closing date: Thursday 20 August AEST

The University of Newcastle is an equal opportunity employer committed to equity, diversity, and social inclusion. Women and Aboriginal and Torres Strait Islander candidates are particularly encouraged to apply.