Travel and Administration Coordinator

Travel and Administration Coordinator

The Australian Maths Trust (AMT) is a purpose-driven not-for-profit organisation dedicated to fostering skills, confidence, and creative thinking in young Australians for a dynamic future. Join our collaborative community as a staff member and contribute to shaping the problem solvers of tomorrow.

AMT is seeking a skilled Travel and Administration Coordinator with a strong work ethic and meticulous attention to detail. This role serves as a central point of contact for staff and volunteers, overseeing travel coordination and a variety of administrative functions, including payroll support. The position ensures all logistical aspects are managed efficiently, enabling the team to focus on their core activities.

This is a permanent, part-time role (0.8 FTE), spread over five days. It is ideal for an experienced administrator who values variety, purpose-driven work, and flexibility. The annual salary is $90,000 (full-time equivalent), plus superannuation, paid on a pro-rata basis.

Position Purpose The Travel and Administration Coordinator is integral to supporting the organisation's personnel and operational functions. The primary responsibilities include providing travel and meeting logistics support for AMT staff and board members, problem-solving for committees, and assisting with student camps and competition teams. The role also encompasses administrative and executive support, contributing to the organisation's payroll and administrative processes.

Travel Coordinator Principal Duties:

• Provide a concierge-style service by liaising with members of the AMT community to assist with travel arrangements, including flights, accommodation, ground transportation, venue bookings, and meeting schedules as required.
• Ensure efficient processes and accurate documentation are maintained to facilitate a smooth travel experience, adhering to AMT travel policies, procedures, relevant regulations, and budgets.
• Maintain travel documentation, including itineraries, emergency contact information, and confirmations.
• Liaise with preferred travel agencies or booking platforms to secure cost-effective and reliable travel services.
• Assist in maintaining a centralised travel database and support the reconciliation and reporting of travel costs.
• Support staff with travel-related issues or emergencies in a timely and professional manner, both before, during, and after their trips.
• Follow up on feedback from community members, ensuring concerns are raised with relevant areas and forwarding positive feedback.

Administration (Payroll Support) Principal Duties: This role supports the Senior Finance/Payroll Officer in processing fortnightly pay runs, including but not limited to:

• Processing fortnightly pay runs and superannuation in accordance with AMT procedures.
• Assisting with the management of the absentee/leave register.
• Managing the payroll system, including onboarding and offboarding processes.
• Creating reports from the payroll system as required.
• Maintaining personnel and payroll records.
• Assisting with the preparation and payment of payroll tax, workers compensation, and PAYG.
• Staying informed of and updated on any system changes, updated processes, policies, and procedures by the Senior Finance/Payroll Officer.

Required Skills:

• Demonstrated excellent interpersonal, oral, and written communication skills, with an ability to interact effectively with stakeholders.
• Proven effective administrative and office support skills, including the ability to be discreet, maintain confidentiality, and discern sensitive issues.
• Proven ability to participate as part of a team and work cooperatively with senior management, staff, and peers (in multiple locations) to achieve organisational objectives.
• Demonstrated organisational skills of a high order, including an ability to work under pressure and complete tasks within required timeframes, work independently and flexibly, be self-motivated, exercise initiative, and possess high-level attention to detail.
• Proven ability to utilise a range of computer programs for communication, report generation, correspondence, and information management.
• Demonstrated sound Microsoft Office skills.

Competencies:

• Excellent administrative skills
• Excellent communication skills
• Superior customer service skills
• Payroll processing experience is advantageous
• Initiative
• Teamwork

Location: Canberra ACT Work Type: Part-time Reporting Line: (Not specified in original description) Ideal Start Date: (Not specified in original description) Office Expectations: Onsite Application Instructions: (Not specified in original description, but the original implies an application process exists.)