- Part time ongoing role (21 hours per week) | Newcastle City Campus
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Help power philanthropy that creates life-changing opportunities for students and researchers
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Join a team working to make real, and lasting change
As the part-time Advancement Services Assistant, you'll play an important role behind the scenes in helping the University of Newcastle build meaningful relationships with alumni, donors, and supporters who are investing in education, research, and community impact.
Working within our Office of Philanthropy, you'll ensure donations are accurately processed and acknowledged, maintain high-quality alumni and donor records, and support the systems, processes and reporting that underpin successful fundraising and engagement activities. This is an ideal opportunity for a highly organised administrator who enjoys working with data, financial information, and systems while contributing to a purpose-driven team.
No two days are the same. From processing donations and reconciling records to supporting team operations, and contributing to process improvements, you'll be part of a collaborative team that values accuracy, continuous improvement, and exceptional service.
The Role
In this role, you will:
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Process philanthropic donations, sponsorship income and donor pledges, ensuring records are accurate and acknowledgements are delivered promptly.
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Coordinate donor invoicing and maintain financial records relating to philanthropic activities.
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Reconcile information across University systems and identify discrepancies to ensure data integrity.
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Process operational expenditure and support the day-to-day business operations of the Strategy and Governance team.
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Maintain confidential alumni, donor and donation records in line with University requirements.
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Undertake data cleansing and enhancement activities to improve the quality of alumni and donor information.
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Develop and maintain process documentation, templates and procedures.
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Contribute to projects and initiatives focused on improving systems, reporting and business processes.
About you
You are a detail-oriented administrator who enjoys working with systems, data and financial information. You take pride in producing accurate work, managing competing priorities and providing excellent service to stakeholders.
You'll bring:
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Experience in administrative, financial processing or data management roles.
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Strong attention to detail and a commitment to accuracy.
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Well-developed organisational and time management skills.
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Confidence working with databases, information systems and Microsoft Office applications.
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Strong communication and interpersonal skills, with the ability to work effectively with a range of stakeholders.
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A proactive approach to problem-solving and continuous improvement.
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The ability to maintain confidentiality and handle sensitive information with discretion.
About the Office of Philanthropy
The Office of Philanthropy leads the implementation of the University's Advancement Strategy and plays a vital role in delivering the University's vision through philanthropic support.
The team works across the University to build meaningful relationships with alumni, donors, industry partners and supporters whose contributions help create opportunities for students, researchers and the broader community.
Within the Office of Philanthropy, the Strategy and Governance team provides leadership and support in information management, reporting, governance, business operations and continuous improvement, ensuring the foundations are in place for successful advancement activities.
About our University
The University of Newcastle stands as a global leader distinguished by a commitment to equity and excellence. Our vision is to be a world-leading University for our regions and creating a better future for our regions and the globe. Underpinned by this vision and our values of excellence, equity, engagement and sustainability, the University of Newcastle’s Looking Ahead Strategic Plan 2030 outlines the University’s commitment to delivering an exceptional student experience and serving our communities.
For more information click here – Our University.
What we offer
In addition to working for a university that is breaking boundaries, discovering new ways of thinking and cementing a place as a global leader, we offer a range of benefits to our employees to ensure you balance your commitments, stay healthy and work effectively.
These include:
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Remuneration of $44694 - $48583 + superannuation and excellent employment conditions in line with University of Newcastle professional staff conditions.
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Flexible working arrangements (in line with the University’s Flexible Work Policy
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21 hours per week
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17% super and salary packaging
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Additional University Holiday days, generous personal leave and parental leave, annual leave loading and additional purchased leave scheme
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Discounts in private health insurance, gym memberships, software, travel and more
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Wellbeing programs
Your next steps
Please visit here for a guide on how to apply for a role.
Your application must include:
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Your resume
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A cover letter outlining your motivation to apply for this opportunity
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A statement addressing the Essential Criteria listed below demonstrating your qualifications and experience with examples (these may differ slightly from the Position Description, please only respond to the below in your application).
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Demonstrated experience processing financial transactions and information in complex online systems, with a high attention to detail and level of accuracy, and proficiency in the use of MS Office to produce user-friendly reports.
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Well-developed written and verbal communication skills and demonstrated experience and commitment to working in a client-focussed manner at all times, providing exceptional customer service for people across various levels of an organisation and for key external stakeholders.
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Excellent organisational skills with the demonstrated ability to manage competing priorities, use sound judgement for complex data tasks, and deliver work of a high quality on time.
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Demonstrated experience in taking ownership and driving innovation, process improvement and contributing to overall corporate operations, with the ability to work flexibly, independently and as an effective team member whilst maintaining high levels of sensitivity and confidentiality.
To ensure that your application receives full consideration, it's important to structure and address the selection criteria outlined in the application process. This helps us better understand your experience and suitability for the role. We appreciate your attention to this matter and look forward to reviewing your application.
Please upload your Cover Letter and response to the requested Criteria as one PDF document.
Your Cover Letter and Response to the Essential Criteria should not exceed 4 pages (approximately 2,000 words).
Applications for this position will only be accepted from those with Australian residency or a valid work permit. We are unable to offer visa sponsorship for this role.
For specific position enquiries, please contact Alison Kinder, Advancement Services Manager 4985 4297 or via email [email protected]
Having Difficulties? Please reach out to us: [email protected]
Closing date: Sunday 26th July 2026 @ 11:59pm AEST
Our assessment process
Typically, candidates that progress beyond the shortlist stage can expect to undertake the following (minimum) assessment activities as part of the recruitment process:
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Interview (an ‘in person’ interview will be conducted as part of the process)
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Referee checks
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Pre-employment checks as appropriate to the role
Our University is committed to creating a safe, respectful, and inclusive environment for every member of our community. This commitment is central to our values and our efforts to build a diverse workforce where everyone can thrive.
As part of this, and in alignment with the National Higher Education Code to Prevent and Respond to Gender-Based Violence 2025, from 1 January 2026, the University will also consider gender-based violence risk factors as part of our recruitment processes.
The completion and return of the University’s Gender-based Violence Declaration Form will form part of the pre-employment checks for this position and any offer of employment will be conditional upon review by the University.
Our adherence to the Code is about more than compliance—it’s about living our values. Together, we can ensure our University remains a place where respect, safety, and inclusion are non-negotiable.
We look forward to working with you!
We are committed to a fair, inclusive, and barrier-free recruitment process. If you require an alternative way to access the Position Description or submit your application, please contact [email protected].
Reasonable adjustments are available throughout the assessment and interview process to support all applicants to participate fully.
The University of Newcastle is an equal opportunity employer committed to equity, diversity, and social inclusion. We welcome applications from people of all backgrounds and strongly encourage women and Aboriginal and Torres Strait Islander candidates to apply.
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