Introduction
EIT is on the lookout for a Research Program Administrator.
This role plays a critical part in the administration of our Doctor of Engineering (DEng) and Masters by Research programs, supporting enrolment, progression, supervisors, examiners, and governance processes. You'll work closely with academic leaders, research coordinators, finance, and student services to ensure research students experience a smooth and supportive journey from offer to completion.
This is an ideal role for someone who enjoys a challenge, works with precision, and is comfortable taking ownership of coordinating with multiple departments.
Description
Key Responsibilities
Enrolment, Mapping & Fee Administration (Research Programs)
* Issue offer letters for online research students once approved by Admissions
* Map DEng and Masters by Research students into approved units within Paradigm, in line with confirmed study plans and progression requirements
* Coordinate unit creation and enrolment updates in consultation with the Head of Higher Education and Global Strategy
* Liaise with Accounts regarding invoicing, re-invoicing, and fee adjustments arising from remapping, progression outcomes, or candidature changes
* Monitor fee payment status and initiate deferrals, withdrawals, or leave of absence actions where required
Orientation, Onboarding & Research Student Support
* Plan, coordinate, and moderate DEng and Masters by Research orientations, including scheduling, presenter coordination, communications, and recordings
* Conduct individual onboarding sessions for students requiring additional academic or administrative support
* Monitor research student engagement via Moodle and proactively follow up with students who are not engaging
Moodle & Learning Environment Administration
* Set up and maintain DEng and Masters by Research Moodle units each study period, ensuring accuracy of assessment structures, gradebooks, materials, and schedules
* Enrol students, supervisors, and academic staff into Moodle and associated systems
* Monitor assessment marking timelines and follow up with supervisors or examiners where required
Research Administration, Supervisors & Examiners
* Coordinate supervisor allocation for research students in collaboration with the Research Coordinator and Course Coordinators
* Maintain supervisor registers, agreements, and compliance documentation
* Coordinate external examiner processes for research milestones, including candidacy, thesis examination, and viva voce assessments
* Manage examiner scheduling, documentation, outcomes processing, and invoicing for DEng and Masters by Research assessments
DEng Conference Coordination & Support
* Assist with planning and delivery of the Doctor of Engineering (DEng) Conference in collaboration with the Research Coordinator
* Support conference logistics and administrative coordination to ensure smooth delivery
* Publish conference announcements and schedules on DEng student Moodle homepages
* Create, manage, and distribute BigBlueButton (BBB) links for conference sessions
* Communicate conference details to supervisors and relevant stakeholders
* Coordinate recording of conference sessions and distribute recordings as required
Governance, Reporting & Quality Assurance
* Maintain accurate admissions, enrolment, and progression records to support audit and compliance requirements
* Prepare documentation and reports for Boards of Examiners and other governance committees
* Ensure all research admissions and administration activities comply with TEQSA, CRICOS, and institutional policies
* Contribute to continuous improvement of research admissions and administration processes
About You
* Highly organised, detail-focused, and comfortable managing complex processes
* Confident liaising with academic staff, research supervisors, examiners, and internal teams
* Able to work independently while collaborating across multiple departments
* Experienced in higher education administration, research support, or a similarly regulated environment (highly regarded)
* Calm, professional, and reliable when handling sensitive student and academic matters
Desired Skills and Experience
* Experience in higher education administration
* Knowledge of research program administration
* Understanding of TEQSA, CRICOS, and institutional policies
* Experience with Moodle learning management system
* Knowledge of ESOS obligations and procedures
* Experience with student admissions processes
* Understanding of Genuine Student (GS) requirements assessment
* Knowledge of PRISMS and CoE processes
* Experience with academic governance and compliance
* Strong communication and coordination skills
* Ability to work with external examiners and supervisors
* Experience in conference coordination and logistics
* Skills in maintaining accurate records for audit purposes
* Ability to assess academic eligibility and research preparedness
* Experience with fee administration and invoicing processes
Skills And Experiences
Why Join EIT?
Professional Development – Ongoing learning through PD, workshops, and internal growth pathways
Wellbeing Focused – Access to free counselling (EAP) and a leadership team trained in mental health first aid
Inclusive Culture – Actively engaged in DEI through initiatives like our Women in Engineering Scholarship, Equity & Diversity Bursary and participation in the 'Welcome Here' Project
Location Perks – Central office, close to public transport and vibrant cafes
*This is what our current staff have to say about working at EIT:
"EIT highly values teamwork and culture and is quick to identify areas of improvement and action it quickly"
"Inclusive, kind, caring, great, lots of opportunities and exciting projects."
"I have worked across many industries and across many workplaces, but the praise, culture and attitude of not only my coworkers but management highlight the integrity of EIT."
"Open and transparent from top down. Trusting of employees"
*Comments are from the 2025 Staff Engagement Survey
We're for Everyone
We welcome applications from all backgrounds, including First Nations people, LGBTQIA+ individuals, culturally and linguistically diverse communities, mature-aged workers, and people with disability. Your unique perspective strengthens our team and our mission.
Apply Now
Ready to help shape the next generation of engineers?
Click Apply Now to submit your resume and a brief cover letter outlining your interest in the role.
For any questions about the role or working at EIT, feel free to reach out to our friendly People & Culture team.