College Administrator

The College Administrator is responsible for customer-facing service and the administration of Janet Clarke Hall, a leading residential College within the University of Melbourne.

The College Administrator provides executive support for the Principal and CEO, and as required, the Deputy Principal. They administer the College’s student admissions and returns process; maintain the student and tutor databases; and assist in the planning and delivery of College events, including dinners, concerts, and Open Days.

The College Administrator is based in the College’s front office and handles day-to-day enquiries from students, applicants, and guests.

The College Administrator attends to all enquiries regarding admissions including the processing of financial assistance applications, obtaining reference reports, and organising appointment times. They will also show potential students and their families around the College and work generally to promote the College to prospective applicants.

The successful candidate:

• is an enthusiastic and energetic all-rounder who will enjoy working efficiently on a range of projects and tasks;
• is equipped with outstanding secretarial skills including word processing, data entry and document production;
• has the ability to complete administration tasks whilst communicating effectively and prioritising customer needs;
• contributes to the team effort towards College functions;
• is preferably experienced in a similar role in an educational environment.

Key Responsibilities:

Student Administration:

• Liaises with the students and College applicants and their families. Processes all student applications for admission and input all their information into StarRez.
• Maintains the student StarRez database, including extracting data and running reports as requested.
• Provides the Business Manager with student data and reports as requested.
• Handles student enquiries in accordance with College policies and guidelines.
• Handles all student arrivals and departures and all the relevant processes that need to be input into StarRez.

Executive Assistant Responsibilities:

• Provides executive support to the Principal and CEO and Deputy Principal as required.
• Takes minutes at meetings of the College Council.
• Maintains Principal’s diary, including booking travel when required.
• Prepares communications for the approval of the Principal.
• Inputs philanthropic donations into StarRez when credit card details are provided over the phone.

Events and Functions

• Prepares, issues and monitors invitations for College events in consultation with the Principal and Deputy Principal.
• Prepares catering sheets and run sheets for College events.
• Assists with set-up of spaces for College events, including basic AV.
• Assists with the delivery of College events by greeting and supporting guests.

General Office Duties

• Provides reception for enquiries to the College.
• Maintains petty cash.
• Responsible for the ordering of stationery and other office supplies.
• Issues student and staff keys and fobs and maintains a record of keys and fobs on StarRez.
• Manages incoming and outgoing mail, including incoming student deliveries.
• Conducts College tours for prospective students and their families.

The College Administrator may be asked to perform occasional other appropriate duties as requested by the Principal, Deputy Principal, and Business Manager.

Qualifications and Competencies:

As a key person in the front of house, the College Administrator will demonstrate a friendly, helpful, professional, and efficient manner consistent with the ethos of the College.

The College Administrator operates under the broad direction of the Principal and CEO and the direct line management of the Deputy Principal. They are required to demonstrate a high level of independence and to show initiative in identifying areas for action and improvement.

The College Administrator will demonstrate a high level of creative problem solving, the ability to prioritise, and well-developed written and oral communication skills.

The College Administrator will demonstrate strong computer literacy, particularly in the use of word-processing and spreadsheets, a good working knowledge of Microsoft applications (Word and Excel), and an ability to learn and work with the College’s StarRez data management system.

The College Administrator will be able to demonstrate substantial administrative skills, superb attention to detail, an ability to understand priorities, an ability to adapt in high-pressure situations, and an ability to liaise effectively with staff and students.

Terms of Employment:

The College Administrator is entitled to the terms and conditions as listed in the Contract of Employment. This includes four weeks annual leave at times which are agreed upon in advance by the Principal.

The normal working hours for this role are between 9am – 5pm Monday to Friday through occasional evening and weekend work will be required in order to deliver College events.

Janet Clarke Hall is a child safe employer and is committed to the welfare of children and their protection. All potential employees and volunteers will be required to comply with the College’s Child Safety and Wellbeing Policy including Engaging With Children and Young People Under 18 Code of Conduct. Applicants are required to provide a valid Working With Children Check and will be subject to background checking in accordance with this policy.

Applicants must be able to demonstrate a genuine commitment to the College’s Values and our Vision to become Australia’s first need-blind residential college to create true equity of opportunity for all young people regardless of socioeconomic background.

How to Apply:

To apply for this role, applicants must provide a resume / CV and a covering letter detailing how they meet the Qualifications and Competencies.

Applications close Friday 28th March at 12pm.

The College reserves the right to interview and appoint at any stage during the search process.

Dr Eleanor Spencer-Regan

Principal and CEO

March 2025