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Senior Administrative Assistant

Murdoch Childrens Research Institute

Who we are?

The Murdoch Children’s Research Institute (MCRI) is home to significant scientific discoveries. We believe there is an answer, a cure or a better treatment for every childhood condition and we’re determined to find it. We are a diverse team of world-leading researchers, doctors, engineers, and hardworking professionals in corporate and scientific services from all corners of the world with one shared goal — to transform child health worldwide. Our strength lies in our partnership and co-location with The Royal Children’s Hospital and the University of Melbourne — the Melbourne Children’s Campus. This rare model amplifies opportunities to quickly translate research into clinical care. At MCRI, you’ll also find our subsidiary organisation, the Victorian Clinical Genetics Services (VCGS), a specialist childhood, prenatal and adult genetics service. VCGS provides an integrated genetic consultation, counselling, testing and diagnostic support service to children, adults, families and prospective parents.

Together, we share a powerful vision: re-imagine the future of child health.

About Centre for Population Genomics:

This position is based in the Centre for Population Genomics (CPG), a joint initiative of the Murdoch Children’s Research Institute (MCRI) and the Garvan Institute of Medical Research (Garvan) in Sydney.

CPG’s vision is a world in which genomic information enables comprehensive disease prediction, accurate diagnosis and effective therapeutics for all people. CPG’s purpose is: To establish respectful partnerships with diverse communities, collect and analyse genomic data at transformative scale and drive genomic discovery and equitable genomic medicine in Australia.

The CPG is led by experts in community engagement, software development, genomic analysis and project management. Director Daniel MacArthur previously served as the co-director of Medical and Population Genetics at the Broad Institute of MIT and Harvard, where he led the development of the Genome Aggregation Database (gnomAD), the largest and most widely used collection of human DNA sequencing data in the world.

The Opportunity:

We are seeking a Senior Administrative Assistant to join the Centre for Population Genomics. This is a key administrative role with responsibility for a variety of administrative functions relating to Centre operations including in the domains of finance, fundraising, grant management, communications and human resources. You will also provide administrative support, including scheduling and travel expense reimbursement, to several research leaders within the Centre.

The Senior Administrative Assistant will report to Hannah Nicholas, Associate Director of the Centre. You will also work closely with the Director, the Executive Assistant to the Director, and with research and professional leaders within the Centre. You will also need to build and maintain a network of relevant contracts throughout MCRI and Garvan.

The position will be based at MCRI. To adapt to the impact of COVID-19, we have launched the Centre under a completely remote model and anticipate continuing in a primarily remote model of work throughout 2021.

Your responsibilities include but are not limited to:

  • Providing daily administrative support to meet the needs of your reporting manager including:
    • scheduling and minuting meetings
    • editing and formatting business documents
    • responding to staff and collaborator enquiries
  • Contributing to the management of invoice and payment requests and assisting in the preparation of monthly and semi-annual finance reports in collaboration with institutional finance teams.
  • Assisting with compiling application documents and reports (scientific and finance) associated with philanthropic funding.
  • Maintaining records of publications, seminars and other activities of the Centre Director and other research leaders.
  • Supporting grant management activities including preparation of grant funding applications, inter-institutional agreements and reports (scientific and finance).
  • Contributing to external and internal communications in collaboration with institutional communications teams as needed.
  • Taking responsibility for administrative processes associated with recruitment, on-boarding, training and review of staff in collaboration with institutional human resources teams.
  • Supporting communication between the Centre and institutional finance, fundraising, grant management, communications and human resources teams.
  • Assisting the reporting manager and the wider team to manage competing priorities and deadlines and deliver projects in a timely manner.
  • Exercising independent judgement and taking initiative where processes are ambiguous or undefined
  • Developing and maintaining awareness of institutional policies, procedures, guidelines and risk management processes as well as operational processes within the Centre.
  • Providing other support as necessary to support the Centre’s administrative team e.g. providing coverage in times of leave and absence.
  • Using professional discretion and maintaining confidentiality.
  • Providing administrative assistance to two research leaders within the Centre including:
  • Managing complex work schedules and electronic diaries, including arranging meetings with key internal and external stakeholders
  • Fielding complex enquiries and providing appropriate advice and information to internal and external stakeholders in a professional and courteous manner.
  • Arranging and managing travel and maintain travel records using the Institute’s online travel system and travel agency.
  • Completing credit card reconciliation and reimbursements.
  • Other duties as assigned.

Selection Criteria:

  • Experience in an Administrative Assistant or Personal Assistant role.
  • Strong communication skills (written and verbal).
  • Ability to build and maintain strong, long-lasting relationships with a variety of stakeholders.
  • Advanced working knowledge of word processing and spreadsheet software and a willingness to use Google workspace.
  • Excellent time management and prioritisation skills.
  • Demonstrated high attention to detail.
  • Strong interpersonal skills.
  • Ability to think independently, work autonomously and be proactive.
  • Experience with and interest in managing finances and finance reporting is highly desirable

What's in it for you:

  • 3 Year full Time Contract with possibility of extension
  • Attractive Salary $71,488 - $77,305 per annum + Super
  • Salary Packaging, Well Being Program and much more.

Be part of a happy team of people who like what they do and are passionate about making a difference.

A position description is attached.

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