Executive Administrator

This is a newly created role that has been developed to assist a new alliance of Haematologists with an expertise and interest in Lymphoma (a form of blood cancer). The alliance aims to virtually bring together lymphoma experts across Australasia to share information, practice, and findings in order to better shape the way Lymphoma is managed and treated.

If you are looking for a job where you get to work with some of the brightest minds in the country and enjoy making a difference in people’s lives then this is the job for you. 

We need a motivated and super organised Executive Administrator with strong attention to detail to support key areas:  Setting up virtual meetings, tracking ethics committee approvals, communicating with members, developing minutes, establishing and maintaining our website. 

This is a part-time position (0.4 FTE) including up to 1-2 after hours meetings per month (one year contract with 6 month probation period).

Working closely with the ALA Director, you will be responsible for:

• Circulate agendas & pre-reading, keep minutes, follow up action steps for members. Approved minutes issued within a week of meeting. Follow ups conducted 2 weeks post meeting.
• Establish and maintain Website for ALA. Identify website requirements and work with supplier to scope out the project – end Aug. Implement new website structure and load content – end Oct. Ongoing maintenance – updated fortnightly.
• Organise all meeting elements (venue, catering, AV, teleconference calls, travel arrangements etc) for ALA members as required.
• Streamline office procedures. Establish office procedures to meet members’ needs (e.g., meeting calendar, establish bank accounts, charter, communication methods, etc.) Research, recommend and oversee implementation of office equipment (computers, telephones & printers) and usage plans.  Ongoing, recommend and implement improvements to improve office efficiency.
• Manage & track multi-site ethics approvals and material transfer agreements. Set up and manage process to track ethics approvals for multiple sites around Australia, assist sites in submitting regulatory documents. Follow-up as required to ensure timelines are met. Ensure Principal Investigator/s are kept up-to-date with progress for all ethics approvals. media.  Update website content to ensure it is timely and accurate. 
• Manage a budget. Work with Snowdome Finance Manager to understand Snowdome process and procedures.

Key selection criteria:

• Demonstrated excellent attention to detail.
• Capability to handle multiple priorities and deadlines.
• Demonstrated excellent organisational administrative skills (including computer literacy and time management).
• Excellent verbal and written communication skills across internal and external stakeholders.
• Demonstrated initiative and ability to solve problems.
• Proficient in Word, Excel, PowerPoint and Outlook.
• Knowledge WordPress and prior experience in developing a website (with a web developer).
• Knowledge of the hospital ethics administration and approval process highly desired.
• Experience in not-for-profit environment, highly desired.

 Qualities:

• High level of integrity and professionalism.
• Passionate about NFP.
• Self-manages/independent.
• Self-motivated doer with initiative.