The Australian Academy of Science is looking for a proactive and detail-oriented Programs Officer to support the delivery of various programs including the prestigious Theo Murphy (Australia) Fund. This fund enables early- and mid-career researchers in medicine, science, technology, and engineering to thrive and make meaningful contributions to Australia's scientific community.

As the Programs Officer, you will play a critical role in managing program grants—from initial application through to delivery, compliance, and evaluation. Reporting to the Head of Programs, you’ll oversee grant rounds, support grantees, manage contracts and budgets, and help promote the program’s impact through events and communications.

This is a unique opportunity to join a values-driven organisation committed to excellence, inclusion, and integrity in science.

Duties and Responsibilities

This role will involve the following duties but not limited to:

Development of guidelines, criteria, application forms and supporting documentation for new grant rounds.

Managing the application process, including website updates, opening and closing webforms, and timely and professional response to applicant enquiries and requests.

Assessment of grant application eligibility and management of the screening process.

Administer application processes via systems such as SmartyGrants and Salesforce

Coordinating the evaluation of applications by expert review committees. Notifying all successful and unsuccessful applicants of outcomes after the evaluation and decision-making process.

Drafting, executing and maintaining grant agreements and contracts and contract amendments.

Monitoring and evaluation of all grants to ensure compliance with contractual obligations, including escalating issues of non-compliance and developing and implementing corrective and preventative action plans as required.

Oversight of the SmartyGrants grants management system including the development and documentation of all system configurations, ensuring it responds to changing requirements.

Maintaining financial records and production of reports for all Theo Murphy activities including drafting, managing, analysis of, and reporting on, all grant and program budgets.

Support expert review panels and communicate funding outcomes to applicants

Manage contracts and ensure grantees meet compliance and reporting obligations

Monitor and report on program budgets and financial activities

Coordinate communications and assist with organising grant-related events

Prepare board and committee papers, agendas, and minutes

Promote diversity, safety, wellbeing, and work-life balance in the workplace

Skills and Experience

Relevant tertiary qualifications (At least a Diploma in project management) or equivalent experience/training

Has a minimum 2 years experience coordinating projects

Demonstrated experience in a grant administration role. Experience in a not-for-profit or membership organisation or the science sector would be desirable

Proficiency with administering a grant administration system such as SmartyGrants and a CRM, such as SalesForce will be highly desirable

Ability to work autonomously and exercise significant initiative and judgement, while working collaboratively within a complex organisational environment

Excellent time management skills with the ability to handle the administration of projects within tight timeframes and perform under pressure

Excellent written communication skills and ability to draft complex written material, prepare agenda papers and minutes for board and committee meetings, and draft reports.

Proven ability to liaise with relevant internal and external stakeholders and build constructive and effective relationships.

Proven financial management skills with the ability to prepare, monitor and track budgets and reporting obligations against individual grant funding agreements and the overall program.

Demonstrate commitment to improving and promoting workplace diversity, safety and supporting employee wellbeing, including strategies to facilitate appropriate flexibility and work life balance.

Why Join Us?

Support Australia’s next generation of science leaders

Join a collaborative, professional, and inclusive team

Benefit from flexible working arrangements

Enjoy meaningful work with real impact

Applications

If this sounds like an opportunity fitting for you, please apply. Please note that only short-listed candidates will be contacted, and your application will be treated confidentially.

Applications close 5pm AEST Monday 16 June 2025