Graduate School Office Co-ordinator

Position title: Graduate School Office Co-ordinator

Position number 42639

Position classification AO5BI

Division Faculty of Tertiary Education and Research

Location of position Batchelor

Tenure of position 12 months

Immediate supervisor Director Graduate School

Positions supervised - N/A

Special features of position

Position overviewThe Graduate School Office Co-Ordinator will be responsible for the day to day operations of the Graduate School, including accounts payable and receivable, supervisor register and payment and all graduate school student and staff travel. You will, with the Director, be responsible for the accuracy and financial integrity of monthly budget reports, set up systems of payment for student stipends and scholarships and maintain up to date journals and expenditure and income reports.

This position is based within the Graduate School at Batchelor Institute (BI) and is key to maintaining healthy and productive supervisor, casual academics and consultant relationships, through the establishment of a functional financial system. The Co-Ordinator is responsible for Institute wide promotion and provision of support, working alongside the HDR student liaison position. A degree of autonomy and self-management is required, as this role requires a driven professional to develop and operationalise financial and operational systems.

This is an administrative position that will require a working knowledge of BI financial, reporting and student administrative systems.

Key responsibilities

1. Implement and manage administrative and financial systems and procedures to ensure performance at the standards required by the Institute.

2. Develop and implement all functional requirements of the Graduate School, including Accounts Payable, Accounts Receivable, Purchasing, Student Travel, Budgeting, Reporting, Reconciliations, Acquittals and other requirements.

3. Plan, develop and implement monitoring systems to ensure achievement of milestones, completions and accountabilities and project reports.

4. Implement and manage all Research and Graduate School staff and student travel.5. Monitor budgets and expenditure and provide timely advice and reports to the Graduate School Director

and the executive Dean FTER6. Develop and implement a system of payment for external Supervisors linked to the receipt of Progress

reports7. Work with the Management/Financial Accountants and/or Chief Financial Officer to provide assistance

with the preparation of annual financial statement information and audit.8. Review the HDR reporting system. This will include updating the level of information required for 6

monthly review with students being required to provide examples of work and detailed supervisor statements.

9. Liaise with Research team personnel, appropriate Institute staff and external groups. 10. Organise meetings, teleconferences and video conferences as needed.11. Develop a general understanding of HESA guidelines, TEQSA domains and standards and HESP

threshold standards12. Other duties as required

SELECTION CRITERIA

Essential Criteria:1. Ability to work effectively within the social, political and cultural environments of Indigenous Australian

communities and organisations and to communicate sensitively and effectively with Indigenous Australians.

2. Extensive bookkeeping experience and understanding of computerised financial accounting systems. This should include database, word processing and spreadsheets.

3. A broad knowledge of the Institutes financial management policies and procedures and any relevant NT Government legislation including financial reporting requirements and purchasing procedures, or the ability to rapidly acquire this knowledge.

4. Proven work experience in the Government Accounting System (GAS) or similar environment.

5. Demonstrated ability to work in a small team environment and meet deadlines.

6. Sound oral and written communication skills, including the ability to prepare concise accurate reports.

7. Possess a current Criminal History Check or the ability to obtain one.

8. Possess a current Working with Children Clearance (Ochre Card) or the ability to obtain one.

9. Understanding of Work Health and Safety principles and practices, and ability to comply with Institute WHS Policies and Procedures.

Desirable:1. Qualifications in accounting or a related area and membership of, or recognition by, an appropriate

professional association or progress towards attaining such qualifications.

Version:

2020v1

Authorised Officer

Director, Gaduate School

Approved:

Executive Dean - FTER

Review by:

December 2021