Administrative Assistants (Administration & Office Support)ActivateUTS is a non-profit organisation dedicated to giving students a richer campus experience during their time studying at UTS.
Our staff support over 130 affiliated clubs and societies, we also staff an array of campus facilities including great bars, cafes, retail outlets, a fitness centre, physiotherapy and also student events, clubs and societies.
Our organisational values of Integrity, Openness, Innovation, Passion and Inclusion underpin everything we do.The Clubs Coordinator (Administration) reports to the Manager, Student Life (Clubs and Partnerships) and is responsible for the day-to-day management of the Clubs Department to ensure that UTS students receive outstanding support from ActivateUTS that is both up-to-date and delivered in a timely manner.Duties & Responsibilities:Oversee the daily administration of the ActivateUTS Clubs Team, including handling club grants, bookings, policy updates, and AHEGS recognition.Serve as the primary point of contact for club inquiries and ensure timely, accurate communication with student leaders.Maintain up-to-date club records, ensuring compliance with financial, legal, and fiduciary requirements.Monitor and support club adherence to ActivateUTS and university policies, focusing on financial accountability, risk management, and operational standards.Assist clubs in understanding compliance obligations and streamline processes to ensure ease of adherence.Collect, organise, and maintain club-related data, including membership statistics and event participation metrics.Assist in analysing data to identify trends, engagement opportunities, and areas for improvement.Prepare reports to inform strategic decision-making and demonstrate the impact of clubs on student life.Work with the Student Life Manager (Clubs and Partnerships) to ensure club data aligns with organisational reporting standards and strategic objectives.Assist in the development and refinement of data collection tools and methods to support accurate and meaningful reporting on club activities.Train club executives in data collection practices to ensure consistency and quality in reporting across all clubs.Act as a liaison between ActivateUTS and club leaders, providing consistent communication and updates on policy, procedural changes, and system improvements.Coordinate feedback sessions with club leaders to gather insights on system effectiveness and opportunities for enhancement.Foster strong relationships with clubs to promote collaboration, support, and mutual understanding of operational goals.Perform additional tasks as assigned by the Engagement Development Manager to support broader organizational and engagement objectives.Participate in training, professional development, and cross-functional meetings to stay updated on best practices and industry trends in student engagement.Selection criteria:Experience in Administrative Support: Demonstrated experience in providing administrative support, ideally within a student, community, or membership organization setting, with a focus on efficiency and attention to detail.Data Collection and Analysis Skills: Proficiency in data collection and analysis, with experience using data to identify trends, support decision-making, and prepare insightful reports.Communication and Relationship-Building: Excellent written and verbal communication skills, with the ability to effectively support and liaise with club leaders, colleagues, and stakeholders.Organizational and Time Management Skills: Strong organizational skills with the ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.Attention to Detail and Compliance: High level of accuracy and attention to detail, particularly in record-keeping, reporting, and compliance monitoring.Relevant Technical Proficiency: Proficiency in relevant administrative, data, and communication tools, such as Microsoft Office Suite, Google Workspace, and data management or CRM software.Commitment to Student Engagement and Development: Understanding of or interest in student engagement, with a commitment to supporting and enhancing the experiences of student-led clubs and societies.An interest in Innovation: An interest in innovative technology and practices such as AI technology.Life at ActivateUTSOur vision is to transform the student experience, being recognised as the heart of the UTS community and the national leader in student service delivery, and we manage:student clubs and societies (190 clubs + 22,000 memberships),sports programs (8 programs + 2 gyms + 350+ student-athletes),other extracurricular activities (too many to count!
),food and beverage services (two Bars and a Cafe),ActivateFit, the on-campus gym,and more!On top of having access to a variety of the above brands, we also offer a fabulous range of staff benefits:Free gym membershipAdditional paid leave daysSubsidised meals - daily meal allowance of $12.50 a dayPlus a fun, down-to-earth work atmosphere.Learn more about us here - ActivateUTS - and check out some of our Instagram pages: @activateuts @activatefit.gym @theloftuts @undergrounduts @aerialutsfunctioncentreYour application will include the following questions:What's your expected annual base salary?Which of the following statements best describes your right to work in Australia?How do you ensure compliance and accuracy in administrative tasks?What tools have you used for data collection and reporting?How do you build strong relationships with stakeholders?What's your experience managing multiple priorities in a fast-paced environment?How have you supported student or community engagement initiatives?How many years of experience do you have in administrative support, particularly in managing clubs or student organizations?
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