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ABOUT AIFE
The Australia Institute of Future Education (AIFE) is a TEQSA certified institute of higher education, dedicated to delivering world-class higher education and professional development programs that connect Australian and international industries, institutions and individuals. To achieve this, AIFE partners with leading educational institutions, government departments and employers to deliver skills-focused development initiatives, aligned to both national and global academic workforce needs.
ABOUT THE POSITION
The Administration & Finance Manager plays a central role in supporting the core operational and administrative functions of AIFE. Reporting directly to the CEO, this role provides high-level administrative oversight and coordination and is the primary person responsible for financial management within AIFE. Working closely with AEMG's (an associated company) Finance and People & Culture divisions, the role ensures alignment with organisational policies and procedures, and supports compliance with relevant regulatory bodies. This role will also support senior AIFE leaders, and manage key reporting, documentation and process development functions.
KEY RESPONSIBILITIES
1. Regulatory and Compliance Support
Prepare documentation and reports for submission to ASQA, TEQSA and other quality assurance or regulatory agencies.
Maintain version control and timely updates for governance and compliance-related documentation.
Assist in the preparation of audit documentation and regulatory reviews as required.
2.Executive & Administrative Support
Provide high-level administrative support to the Chair, President, CEO, Registrar, Executive Director - RTO, Dean and other senior leaders.
Manage scheduling, executive correspondence, and follow-up on outstanding actions.
Draft meeting agendas, take accurate minutes, and coordinate documentation for Board of Directors and executive meetings.
Provide broad secretarial support to the Board of Directors and coordinate Board Meetings.
Prepare, monitor and reconcile budgets in consultation with AEMG Finance Division.
Manage accounts payable and receivable, track expenditure, and support payroll processes for AIFE staff.
Analyse financial variances and prepare comprehensive monthly financial reports for leadership.
Ensure all financial practices are compliant with relevant standards and align with AIFE/AEMG financial policies, procedures and protocols.
4.Operational Process Development
Develop, document and continuously improve Standard Operating Procedures (SOPs) for AIFE.
Collaborate with cross-functional teams to optimise workflow and improve administrative efficiency.
5.Cross-functional Collaboration
Liaise closely with AEMG's Finance and People & Culture divisions to ensure policy alignment and smooth operational integration.
Support recruitment coordination and staff onboarding processes as needed.
Serve as a key point of contact for general enquiries, administrative and finance matters within AIFE.
QUALIFICATIONS & EXPERIENCE
Bachelor's degree in Business Administration, Finance, Accounting or a related field.
Minimum 5 years' experience in financial management and administrative coordination roles.
Strong understanding of budgeting, financial reporting, and operational support processes.
Excellent interpersonal, written and verbal communication skills.
Proactive and highly organised with strong attention to detail and the ability to prioritise multiple tasks.
Demonstrated ability to work collaboratively with cross-functional and international teams.
Proficiency in Microsoft Office Suite, particularly Excel, and financial management software.
Knowledge of international education or regulatory environments (desirable but not essential).
Mandarin proficiency or cross-cultural fluency is an advantage.
APPLY
Apply via SEEK by Sunday, 7 September 2025.
AIFE reserves the right to close applications early if a suitable candidate is identified before the application deadline.
We are committed to equality, diversity and inclusion. As an equal opportunity employer, we encourage and welcome applications from candidates of diverse backgrounds.
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Your application will include the following questions:Which of the following Microsoft Office products are you experienced with? Which of the following statements best describes your right to work in Australia? How many years' experience do you have as a Finance and Administration Manager? How much notice are you required to give your current employer? What's your highest level of education? How many years' experience do you have as a Finance Role? Do you have experience in administration? Do you have native or bilingual proficiency in any languages other than English?
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