Operations Coordinator

Operations Coordinator La Trobe Student Union, Bundoora

This is a full-time, six-month fixed-term contract role with a likely extension. The salary offered is $75,000 to $85,000 per year, pro-rata, plus 17% superannuation. This position is based onsite.

The Operations Coordinator is fundamental to ensuring the La Trobe Student Union functions smoothly, efficiently, and professionally. This role is well-suited for an experienced administrator who thrives on developing efficient systems, upholding high standards, and contributing to a dynamic and expanding organisation.

The Operations Coordinator interacts with students, visitors, suppliers, and stakeholders, acting as a primary point of contact. Responsibilities span office operations, governance, finance, human resources, information technology, and general organisational administration. The role focuses on ensuring efficient organisational operation, maintaining robust governance and compliance, and driving continuous improvement in systems, processes, and service delivery. The position demands exceptional attention to detail, strong organisational capabilities, sound judgement, and the foresight to identify improvement opportunities proactively.

The daily activities can vary significantly, from coordinating recruitment, onboarding new personnel, and preparing governance documents one day, to managing financial administration, supporting elected representatives, resolving IT matters, enhancing organisational systems, or overseeing operational projects the next.

Reporting Line: Reports to the General Manager.

Key Internal Relationships: Student Union General Manager, Student Engagement Manager, Office Bearers, LTSU staff, and volunteers.

External Liaison: Students, La Trobe University academic and administrative staff, government bodies, NGOs, community agencies, accountants, professional bodies, trade unions, peer groups, and the education sector.

Position Responsibilities:

• Office Operations:
• Oversee the daily operations of the Student Union office, fostering a professional, efficient, and welcoming environment.
• Manage organisational administration, reception functions, correspondence, records, facilities, and office systems.
• Coordinate suppliers, contractors, procurement activities, office resources, and workplace maintenance.
• Contribute to a culture of ongoing improvement throughout the organisation.
• Human Resources:
• Manage recruitment administration, onboarding, induction, and offboarding processes for elected Office Bearers, staff, and volunteers.
• Provide support to elected Office Bearers and managers concerning workforce planning, recruitment, and employee documentation.
• Governance Coordination:
• Administer Council, Executive, and committee meetings, including the preparation of agendas, minutes, governance records, and organisational documentation.
• Maintain organisational policies, registers, and compliance documentation.
• Support organisational reporting, audits, risk management, and statutory obligations.
• Finance Coordination:
• Manage day-to-day financial administration, including purchasing, invoicing, expense reconciliation, and financial records.
• Assist with budgeting, procurement, financial reporting, and audit processes.
• Liaise with accountants, financial institutions, suppliers, and service providers.
• Information Technology Coordination:
• Develop, review, and maintain organisational systems, policies, procedures, templates, and Standard Operating Procedures.
• Identify opportunities to enhance operational efficiency, organisational effectiveness, and service delivery.
• Coordinate operational projects and support the implementation of strategic initiatives.
• General Support:
• Provide administrative assistance to elected student Officer Bearers and staff.
• Assist with organisational projects, events, and initiatives as required.
• Undertake other duties commensurate with the responsibilities and level of the position.

About You: You are an experienced administration professional with a minimum of three years’ experience in a similar role, enjoying the development and maintenance of excellent systems, problem-solving, and contributing to organisational efficiency. You take pride in your work, communicate professionally, and can confidently manage competing priorities with minimal supervision. You are proactive, highly organised, and comfortable working across multiple areas including administration, governance, finance, HR, and office operations.

Essential:

• Well-developed and emotionally intelligent skills demonstrable in a professional environment.
• Demonstrated experience in office administration, office coordination, or business administration.
• Exceptional organisational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage competing priorities and meet deadlines.
• Strong initiative and problem-solving skills.
• High level of professionalism and discretion when handling confidential information.
• Experience using Microsoft 365 applications, including Outlook, Word, Excel, and Teams.
• Experience coordinating operational projects.