Vacancy Number: #375
Position Title: Course Administrator
Employment Type: Fixed-Term
Contract Period: 6 months
FTE / Hours: Full-Time, 1.0 (38.0 hrs per week)
Department: Higher Education
Location: Multi-Campus (as directed by the Manager)
Award / Agreement: Melbourne Polytechnic Academic and Professional Staff Agreement 2025 (PACCT)
Classification Level: PACCT Level 4.1
Salary: $70,547 per annum, plus superannuation
Applications Close: Tuesday, 11 August 2026
Provide high-level administrative services that support the efficient delivery of Higher Education programs and contribute to the continuous improvement of administrative processes.
Melbourne Polytechnic has delivered hands-on, future-focused education for more than 110 years. Our people play a vital role in supporting students, industries and communities across Victoria.
In this role, you’ll enjoy:
- Meaningful work that supports education, training, innovation and student success
- A supportive and collaborative team environment
- Flexible work arrangements, where applicable
- Exposure to diverse programs, systems and continuous improvement initiatives
- A values-driven organisation committed to inclusion, wellbeing and quality
Reporting to the Directorate Administrator, this role plays a key role in the efficient delivery of administrative services within the Higher Education Directorate.
Working under general direction and guided by policy and professional standards, you will manage complex administrative tasks, provide expert advice to staff and students, and contribute to the continuous improvement of administrative processes. The role may also supervise, train or coordinate the work of other administration staff and exercises sound judgement to support the effective daily operation of the Directorate's administration services.
This position suits someone with advanced administrative, organisational and communication skills who enjoys working collaboratively while delivering high-quality administrative services.
This is a 6 months fixed-term opportunity.
What You'll Do
- Provide high-level administrative support including correspondence, meeting and event administration, resource maintenance, database management and finance administration
- Coordinate and maintain complex record-keeping systems, ensuring compliance with Institute policies, procedures and external quality assurance requirements
- Apply advanced proficiency in systems and software including Microsoft Office Suite, Outlook, SharePoint, CELCAT, STRATA, Markbook and Moodle to support academic and operational functions
- Manage academic administration processes including assessment administration, placement management and day-to-day student records administration
- Support the administration of accreditation and renewal of accreditation processes
- Prioritise and independently manage multiple administrative tasks and projects while identifying and implementing process improvements
- Ensure relevant, accurate and current program information is available on staff and student portals
- Provide expert advice and high-quality support to prospective and current students on course information, enrolments and academic processes
- Build and maintain effective relationships with internal and external stakeholders
- Provide full secretarial support for the preparation of meeting papers and minutes and mentor, support and coordinate administrative tasks with other administration staff
- Relevant degree or demonstrated experience in complex administrative roles, preferably within a higher education setting
- Advanced administrative and organisational skills, including the ability to manage competing priorities, solve complex problems and implement process improvements
- Proficient use of student management systems, learning management systems and the Microsoft Office Suite
- Demonstrated experience supporting accreditation processes and knowledge of quality assurance frameworks
- Excellent written and verbal communication skills, with the ability to liaise effectively with a wide range of stakeholders
- Ability to work independently under general direction, exercising initiative and sound judgement
- Demonstrated ability to mentor administrative staff
- Commitment to confidentiality, ethical practice and maintaining professional standards
- Demonstrated commitment to Occupational Health and Safety, Anti-Discrimination, Equal Opportunity, Quality Assurance and Continuous Improvement principles
- Experience working within a Higher Education environment
- Experience coordinating or supervising administrative activities
Qualifications & Mandatory Checks
Appointment to this position is subject to meeting the qualification requirements (where applicable) and the successful completion of all mandatory employment checks.
Qualifications
To be considered for this role, applicants must hold relevant qualifications and/or equivalent experience aligned to the requirements of the role, as outlined in the Position Description.
Mandatory Checks
Appointment to this position is subject to the successful completion of all mandatory employment checks.
You must hold, or be eligible to obtain:
- A valid Victorian Working with Children Check (Employee)
- A National Police Check
- Any other role-specific employment, regulatory or safety checks required for the position
How To Apply
through Melbourne Polytechnic’s careers portal. You will be able to view the full Position Description and upload your documents online.
Please ensure you:
- Complete all pre-screening questions
- Upload your CV and a brief cover letter (maximum 2 pages) outlining how your skills and experience align with the role
- Maximum file size: 2MB per document
- Preferred format: PDF (Word .doc or .docx accepted)
- Avoid special characters in file names (e.g. ! @ # % *)
Our selection process may include:
- An interview (in person or via Microsoft Teams)
- Reference checks
- Employment and qualification verification
We aim to provide a respectful and timely recruitment experience for all applicants.
For further information, please contact the Recruitment Team via [email protected]
Melbourne Polytechnic is an equal opportunity and child-safe employer. We value the knowledge, skills and perspectives of Aboriginal and Torres Strait Islander peoples and strongly encourage applications from First Nations candidates. We also welcome applications from people with disability, people from culturally diverse backgrounds, women in underrepresented areas, and people of all genders, gender identities, sexual orientations and LGBTQIA+ communities.
Melbourne Polytechnic manages all recruitment directly. We do not accept unsolicited applications from agencies unless engaged through the State Purchasing Contract and with prior written approval.
