Operations Coordinator
Victoria University of Wellington
Kelburn, New Zealand
1d ago
  • Are you an experienced administrator or executive assistant?
  • Do you have proven experience working with financial and human resource systems?
  • Do you want a role that can make a meaningful difference to the lives of people with disabilities?
  • Mō Te Herenga Waka - About Our University

    Te Herenga Waka - Victoria University of Wellington is a global-civic university with our marae at our heart. This iho draws off our heritage and is further defined by our tūrangawaewae, in particular Wellington, Aotearoa, and the Asia-Pacific, all of which are expressed in our position as Aotearoa New Zealand's globally ranked capital city university.

    Our core ethical values are respect, responsibility, fairness, integrity, and empathy. These core ethical values are demonstrated in our commitment to sustainability, wellbeing, inclusivity, equity, diversity, collegiality, and openness.

    With, and as, tangata whenua, we value Te Tiriti o Waitangi, rangatiratanga, manaakitanga, kaitiakitanga, whai mātauranga, whanaungatanga, and akoranga

    Kōrero mō te tūranga - About the role

    Te Herenga Waka - Victoria University of Wellington is currently recruiting a full time permanent Operations Coordinator to join the Disability Services team.

    The role of the Operations Coordinator is to provide administrative support to the manager, and undertake the financial, human resources, project coordination, systems support, reporting, events and facilities requirements of the Service.

    This role also provides administrative support to the Disability Services team. The Operations Coordinator works collaboratively with the Office Coordinator to ensure the effective and efficient operation of Disability Services.

    Executive Assistance

  • Provide proactive professional administrative and organisational assistance to the Manager and leadership staff as required including diary management, drafting of correspondence, minute taking, document management, task tracking and other administrative activities as required.
  • Finance

  • Coordinate day to day financial management of the service, through payments of accounts, processing of electronic time-sheets, Iproc related matters, service Pcards management, reconciliation of holding account and cost / salary reports.
  • Quote and invoice internal and external contracting of support staff services.

    Human Resources

  • Prepare recruitment, selection documentation and employment agreements as required.
  • Systems Support and Reporting

  • Works with the Adaptive Technology and Digital Adviser to support and maintain the SMART Service Management system to ensure the ongoing smooth running of the service
  • Events and Marketing

  • Coordinate Disability Services’ events or presence at University internal and external events, both in person and online.
  • This will include keeping track of events to ensure good coverage, liaising with the event coordinator, rostering staff, preparing display material or scripts, liaising with the Office Coordinator to promote events, and ensuring staff understand the event and are able to effectively use the resources.

    Project Administration

  • Contribute to service development and planning, including providing administrative support for projects as required to support the retention, achievement and equity focuses of the Disability Services team.
  • Reception coverage and business continuity

  • Establish and maintain an annual plan and desk file to support proactive time management and business continuity.
  • Provide reception coverage when the Office Coordinator is busy at the beginning of each trimester and when they need coverage for their role, e.
  • g. lunch, leave and meetings. This will include prioritising students, making appointments, databasing students.

    Ō pūmanawa - About you

    You will be a motivated, highly organised administrator or executive assistant. You will have proven experience in working with financial and human resource systems.

    You will thrive on being busy and working within an innovative team.

    Key Requirements :

  • Proven experience as an administrator or executive assistance to a senior manager
  • Proven experience in working with financial and human resources systems
  • Computer expertise in Outlook, Word, Excel, databases, and web updates
  • Proven experience in delivering excellent customer service
  • Experience in producing high quality documents and reports using word-processing, spreadsheeting and presentation software such as Microsoft Office suite of applications.
  • Proven positive interpersonal, written and verbal communication skills
  • Successful experience in promotion
  • Successful experience in financial analysis
  • Strong organisational skills and the ability to juggle competing priorities
  • Experience in event coordination
  • Knowledge of the University environment
  • Knowledge and / or knowledge of the issues for students with disabilities in a tertiary environment
  • A tertiary qualification relevant to this position
  • Ētahi kōrero hai āwhina i a koe - Why you should join our team

    Our multi-disciplinary team is high performing, innovative and rich in disability expertise. We offer you a competitive salary and the ability to work from home one day a fortnight.

    This is a fantastic opportunity for someone who wants to utilise their administrative experience within a stimulating multi-disciplinary academic environment.

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