Administrative Officer

JobsCloseBy Editorial Insights

University of Newcastle seeks an Administrative Officer for a 12 month full-time onsite role at Callaghan Campus in the School of Science. You will deliver administrative support to academic staff, juggle priorities, drive process improvements and uphold a respectful client-focused culture. Essential attributes include proven client service, clear written and spoken communication, and a proactive approach to resolving issues and contributing to corporate operations with WHS, equity and inclusive workplace policies. To apply, submit a single PDF (max three pages) with your resume, a cover letter, and a written response addressing each essential criterion with concrete examples, referencing the Position Description; Australian residency or a valid work permit is required by 19 July 2026.

Be challenged and imagine with us

As the Administrative Officer you will provide high‑level support to academic staff, students, and external stakeholders across a diverse range of STEM disciplines. Working as part of a professional and supportive administrative team, you will play a key role in ensuring the smooth day‑to‑day operations of one of the University’s largest and most dynamic schools.

You will bring strong administrative expertise, excellent communication skills, and a proactive approach to managing competing priorities – along with a genuine commitment to customer service and continuous improvement.

This 12-month fixed term position is full time at a HEW 5 Higher Education Level and based at the Callaghan Campus (Awabakal and Worimi land). 

How will you inspire us?

You will have:

• Demonstrated experience and commitment to working in a client focused manner and in providing high level administrative support.
• Excellent written, verbal, and face-to-face communication skills and proven ability to interact effectively with a diverse range of people.
• Demonstrated experience in managing competing priorities to meet deadlines, contribute to projects, and make recommendations to resolve recurring or unique operational issues.
• Demonstrated experience in taking ownership and driving innovation, process improvement and contributing to overall corporate operations.
• Knowledge of, and experience in adhering to workplace policies and procedures in the areas of work health safety, equity, diversity and promoting a respectful workplace culture.

About our University

The University of Newcastle stands as a global leader distinguished by a commitment to equity and excellence. Our vision is to be a world-leading University for our regions and creating a better future for our regions and the globe. Underpinned by this vision are our values of excellence, equity, engagement and sustainability.

About the Unit

The School of Science (SoSC) is one of the University’s largest schools, comprising a diverse range of STEM disciplines including: Applied Sciences, Biology, Chemistry, Physics, Environmental Science, Earth Science, Geography and Environmental Studies. The School of Science offers a variety of undergraduate and postgraduate programs, with a significant number of Higher Degree Research students and is highly active in research. The school operates in a complex operational environment including multi-campus operations.

What we offer

The remuneration for this position is Higher Education Worker Level 5 +17% superannuation and is commensurate with skills and experience. 

In addition to working for a university that is breaking boundaries, discovering new ways of thinking and cementing a place as a global leader, we offer a range of benefits to our employees to ensure you balance your commitments, stay healthy and work effectively.

These include:

• 17% super and salary packaging.
• Additional University Holiday days, generous personal, life, and parental leave, annual leave loading, and additional purchased leave scheme.
• Discounts on private health insurance, gym memberships, software, travel and more.
• A range of support and wellbeing programs.

For more information on benefits and conditions, please follow this link.

Your next steps

Important information before you apply:

• If viewing this on a job board other than the University's please click ‘Apply’ (or equivalent) to reach the University's website, where a copy of the Position Description can be accessed. Please download a copy from the Related Documents section before commencing your application.
• Applications for this position will only be accepted from those with Australian residency or a valid work permit.

Your application must include:

• Your resume.
• A cover letter outlining your motivation to apply for this opportunity.
• A statement addressing each of the essential criteria listed below the ‘how will you inspire us – you will have:’ heading in this advert using an example for each to demonstrate (these may differ slightly from the Position Description).

Please upload your Cover Letter and response to the requested Criteria as one PDF document. This document should not exceed 3 pages.

We value diversity and strive to ensure that our recruitment processes are equitable, inclusive, and barrier-free. If you require an alternative pathway to view the Position Description or to submit an application, please reach out to [email protected].

We also seek to provide a fair chance to all applicants by providing reasonable adjustments where required during the assessment and interview phases of the recruitment process.

Our assessment process

Typically candidates that progress beyond the shortlist stage can expect to undertake the following (minimum) assessment activities as part of the recruitment process:

• Interview (an ‘in person’ interview will be conducted as part of the process)
• Referee checks
• Pre-employment checks as appropriate to the role

Our University is committed to creating a safe, respectful, and inclusive environment for every member of our community. This commitment is central to our values and our efforts to build a diverse workforce where everyone can thrive.

As part of this, and in alignment with the National Higher Education Code to Prevent and Respond to Gender-Based Violence 2025, from 1 January 2026, the University will also consider gender-based violence risk factors as part of our recruitment processes.

The completion and return of the University’s Gender-based Violence Declaration Form will form part of the pre-employment checks for this position and any offer of employment will be conditional upon review by the University.

Our adherence to the Code is about more than compliance – it’s about living our values. Together, we can ensure our University remains a place where respect, safety, and inclusion are non-negotiable.

Contact Us

For a confidential discussion regarding the role and specific position enquiries, please contact Louise Barker on (02) 4921 2076 or via [email protected].

Having technical difficulties? Please reach out to us: [email protected] Please note, we do not accept email applications.

Closing date: Sunday, 19th July 2026 at 11.59pm AEST

We are excited to be Looking Ahead with you

We provide opportunities for all people regardless of their background and experience, and this philosophy is reflected across all that we do.

The University of Newcastle is an equal opportunity employer committed to equity, diversity, and social inclusion. Women and Aboriginal and Torres Strait Islander candidates are particularly encouraged to apply.  

#LI-CJ1