The UTS vision is to be a leading public university of technology recognised for our global impact. We are a dynamic and innovative university, ranked by QS Top 50 Under 50 rankings as Australia's top young university, and located centrally in one of the world's most liveable cities. With a culturally diverse campus life and extensive international exchange and research programs, UTS prepares graduates for the workplaces of today and tomorrow.
**About us**
The Faculty of Law has a reputation for teaching and learning innovation, world-class research, and external engagement with the legal profession and wider community. The Faculty has a strong teaching focus, a dynamic research culture, and a commitment to social justice and inclusion. The Faculty is home to Anti-Slavery Australia (ASA), the joint Faculty of Law and Faculty of Arts and Social Science Centre for Media Transition (CMT), and the joint UTS and UNSW Australasian Legal Information Institute (Aus
**About the Role**
The Executive Assistant is responsible for efficient executive assistance to senior academic manager portfolios of the Associate Dean (Academic Staff) and Director (Students), and to the Faculty Operations Manager; and for the provision of administrative support to the Faculty Operations Team in order to ensure the smooth operation of producing casual academic contracts, general facilities maintenance, technical induction relating to swipe card access, office and key allocations, to the benefit of Faculty staff
The position will be based at the centrally located UTS Campus in Ultimo and will report directly to the Faculty Operations Manager.
**In this role you will be responsible for**:
- Upkeep the facilities &/or plant in designated Faculty spaces to ensure they meet UTS EHS standards and that a professional work environment is maintained. This involves identifying and processing maintenance requests and following the request through to completion, as well as organising the disposal of plant/furniture approved within UTS disposal guidelines. This also encompasses maintaining Faculty facilities such as the pigeon holes, and conducting daily walk-arounds to ensure faciliites are in good working order.
- Arrange secure access to Faculty managed space by keys &/or swipe card to ensure staff, students and visitors have appropriate access as identified in the relevant Faculty operational guideline.
- Create and maintain the Faculty's curriculum and other records under the general direction of the Faculty Operations Manager to ensure official UTS documentation is correctly created, filed, archived &/or destroyed consistent with UTS records management policy and guidelines.
- Provide general administrative support to the Subjects Logistics Officer and the Governance Officer such as formatting excel spread sheets and data entry, general assistance with document management, production, distribution and archiving of meeting papers and meeting venue set-up to support effective team operation and completion of objectives.
- Generate casual academic employment contracts under the general direction of the Associate Dean (Academic Staff), the Faculty Short Courses Coordinator, and the Subject Logistics Officer, which involves data entry in NEO, electronically filing and tracking paperwork and finalising casual employment contracts for approval by the Associate Dean (Academic Staff) to deliver accurate and prompt payroll records.
- Update, prepare and distribute the Faculty's electronic induction pack to ensure new staff visitors receive relevant and timely information to assist them with adjusting to the UTS and the Faculty environment.
- Strong interpersonal skills including verbal and written abilities with attention to detail.
- Ability to work independently and also effectively in a multi-functional team environment.
- Ability to interact productively with a variety of people at different levels especially within the team structure of the Faculty administration and across academic program areas.
- Good organisational skills including the ability to prioritise, meet deadlines and effectively implement administrative processes.
- An understanding of the importance of policy, practice and procedures in an administrative environment.
- Ability to deliver high quality customer service and a commitment to continuous improvement.
- Knowledge of records management procedures and their importance under legislation and the ability to assist staff meet University and legislative requirements.
- Good IT skills including use of common office software packages (Word, Excel, SharePoint and MS Teams).
- Ability and willingness to work effectively under pressure, and to provide high quality support by processing large volumes of work while meeting strict deadlines and maintaining a high quality of service.
- Ability to contribute solutions to problems, to propose improvements to business process strategies and to contribute to the maintenance of o