Position Title: Chief Operating & Financial Officer

Area: Corporate Services, Programs, Events

Supervisor: CEO

Positions directly reporting to this role: 3.5 roles - Programs & Events Manager, Technology & Systems Lead, HR & Finance Officer, Executive Officer (shared reporting line with CEO)

Hours: 35 hours per week plus reasonable additional hours as required.

Terms: Permanent, full-time employment

Salary: $175,000 plus superannuation as required by law

Location: NYSF Office, 56 Mills Road, The Australian National University, Canberra. Interstate travel may be required to support NYSF programs. The successful candidate must be able to work full-time and additional hours during key NYSF program delivery periods.

About the National Youth Science Forum

The National Youth Science Forum (NYSF) is a not-for-profit charity that delivers transformative STEM (science, technology, engineering and mathematics) experiences for young Australians. Established in 1984, NYSF’s flagship program—the NYSF Year 12 Program—brings together students from across the country who are passionate about science and technology, offering them hands-on learning, exposure to world-leading researchers, and access to cutting-edge facilities. Through immersive events, industry engagement, and peer networking, NYSF inspires participants to explore diverse STEM pathways and make informed decisions about their future careers.

The NYSF enjoys a high level of engagement in the Australian community and receives support from a significant number of funding partners, including its founding partner, Rotary. The NYSF also works with a wide range of academic institutions, private sector companies, government organisations, individual subject matter experts, and volunteers.

The NYSF has an annual revenue of approximately $2.7 million and 12 employees. Casual staff are engaged during times of surge in our workload, particularly to support the delivery of the NYSF Year 12 Program. The NYSF is supported by an active and highly regarded Board, with each member selected for their formal expertise and outstanding achievements. A copy of the NYSF’s current strategic plan can be found at https://www.nysf.edu.au/who-we-are/vision-mission/.

About the Role

As Chief Operating & Financial Officer, you will have high-level leadership capability, be experienced in the provision of strategic financial advice, and have the ability to lead a team tasked with:

● designing, developing, coordinating and evaluating a range of STEM-oriented education programs and events; and

● delivering the business management, administration, finance, human resources, regulatory and IT processes of the NYSF.

Specifically, you will supervise and manage the following roles and functional areas:

● Program & Events. The Programs & Events Manager will report to you and is responsible for planning and delivery of NYSF Programs and Events and engaging internal and external stakeholders across a number of diverse organisations. You will be responsible for working with the Board and the CEO to set the Programs & Events function’s strategy, financial goals and KPIs.

● Corporate Services. The Technology & Systems Lead and HR & Finance Officer roles report to you. You will be working with them to develop and deliver the business management, administration, finance, human resources, regulatory and IT processes of the NYSF. You will have responsibility for detailed financial planning and reporting, effective HR management, management of legislative/regulatory requirements, regular internal and external reporting, and administrative support of the NYSF Board. You will work closely with third-party providers, contractors and consultants to design and deliver systems, policies and procedures in these areas.

The key responsibilities of this position are detailed at the end of this document.

Along with the External Relations Manager role, your role is a key bridge between the CEO and the NYSF’s teams. You will be a senior manager helping to ensure that the Programs & Events and Corporate teams are well-managed and running efficiently in order to free up the CEO to focus on setting strategy, managing external stakeholders and fundraising.

As a leader within the organisation, you will contribute to the strategic direction of the NYSF. As with all roles at the NYSF, you will also be responsible for promoting a healthy and safe workplace, modelling and promoting ethical behaviour and practices in accordance with the NYSF’s Code of Conduct and the NYSF’s National Child Safety, Code of Conduct and Procedures. A link to NYSF Policies and Procedures, for which this position will oversee, can be found at https://www.nysf.edu.au/policies/.

Selection Criteria

Essential Criteria

A minimum of a bachelor’s degree in accounting/finance or a major in these areas.

Minimum of 3 years of experience in executive leadership roles.

Previous experience as a Chief Operating Officer and/or Chief Financial Officer, ideally in a not-for-profit or educational environment.

Track record of successfully developing and implementing strategic and operational plans.

Significant experience in the preparation and analysis of financial statements and budgets and presenting the results to the Board.

Strong financial acumen with a demonstrated ability to:

Provide high-level, forward-looking, strategic finance and budgeting advice to multiple functions within an organisation,

Liaise with third-party providers to ensure tax and accounting obligations are met,

Manage preparation for annual audits and liaise with external auditors,

Manage budgets, forecast financial performance, and make data-driven decisions.

Experience in developing and nurturing relationships with key stakeholders, including board members, clients, partners, and regulatory authorities.

Demonstrated ability to navigate complex regulatory environments and ensure compliance with applicable laws and regulations.

Demonstrated experience and ability to professionally lead and manage a team, including setting and managing performance to organisationally aligned goals, coaching/motivating employees to achieve required performance standards, and leading a team through changes to processes and systems.

This role interacts with minors and as a result, a national police check and current ‘Working with Vulnerable People’ and ‘Working with Children Checks’ are required for states where NYSF delivers programs and events. Likewise, NYSF staff and volunteers are required to undergo regular Child Safety, First Aid & CPR training. All staff and volunteers are also required to complete a declaration stating that they comply with any vaccination requirements, as outlined in the NYSF Infectious Disease and Illness Policy and Procedures. All regulatory checks are paid for by the NYSF.

Desirable Criteria

A current Australian Driver’s Licence.

NYSF Values

The NYSF is implementing the following corporate values that will apply to all roles:

Communicate with integrity and openness.

● Be honest when communicating with colleagues.

● Tell the truth proactively and where concerns or issues arise, provide constructive feedback directly to the other people involved in a timely manner.

● Appropriate sharing of information and decision rationales so colleagues understand the “why” but always ensure required confidentiality is maintained.

Foster trust and inclusive collaboration.

● Communicate respectfully; debate ideas, not people.

● Break down silos, welcome diverse views and support flexible work.

Drive clarity, accountability and results.

● Set clear goals, roles, timeframes and approval paths; document agreed actions.

● Monitor progress, reprioritise early and own outcomes for the whole organisation.

Champion wellbeing, kindness and compassion.

● Promote work/life balance, encourage timely use of leave and respect privacy.

● Resolve conflict with curiosity and empathy; step in to help colleagues when needed.

Recognise people and their achievements.

● Let people know when they have done a good job. Tailor feedback to individual preferences.

● Celebrate team successes.

● Leaders should provide timely feedback, coaching and growth opportunities to lift performance.

Key responsibilities

Corporate Services and Administrative Function

Provide high-level strategic, operational and advisory support by developing and managing the NYSF’s administrative, financial, physical, data and human resources. Oversee staff management, financial planning, legal compliance (including child protection), risk management, facilities, IT and database services, insurance, and other organisational functions.

Develop and manage the NYSF’s budget, ensuring that all expenses are within budget, or that variances are appropriately communicated and approved.

Analyse financial, risk management and operational data to identify areas for improvement and report back to the CEO and Finance Director on the NYSF Board.

Develop, implement and regularly review administrative, financial, operational, IT and human resource policies and procedures to ensure they are followed by all staff and volunteers.

Preparation of financial reports and budgets, including preparation of audited financials and regulatory reporting.

Provide proactive, strategic, forward-looking guidance to the Board, CEO and team managers on financial matters, and help managers set and manage budgets.

Lead, manage and develop the Technology & Systems Lead and HR & Finance Officer to ensure smooth corporate services and administrative operations.

Programs & Events Function

Work with the CEO and Board to set the Programs & Events function’s strategy, financial goals and KPIs.

Ensure that the Programs & Events Manager and their team successfully execute the Programs & Events strategy and achieve the KPIs you set with the Board and CEO.

Ensure that risk identification and mitigation strategies are in place for all NYSF programs and events.

Ensure that all NYSF programs and events comply with relevant regulatory requirements (for example child protection) and meet NYSF Partnership deliverables.

Ensure all systems for delivering, administering and taking payment for attendance at the NYSF’s programs and events are in place.

General Responsibilities

Comply with and demonstrate the NYSF’s Values (shown above).

Manage and maintain relationships with key internal and external stakeholders and service providers.

Develop and implement operational strategies to improve efficiency, productivity, and profitability.

Be the custodian of the NYSF’s operational plan and KPIs and ensure they are being met.

Provide input to strategic plans and undertake operational business and program planning.

Promote and manage workplace safety, equity and diversity, and effective environmental practices in the workplace.

Other duties as directed or necessary to help the NYSF achieve its objectives and strategic plan.