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The School of Biotechnology and Biomolecular Sciences (BABS) has an international reputation in biotechnology, molecular and cellular biology, and microbiology, including proteomics and genomics, gene regulation, metabolism, environmental microbiology and infectious diseases. BABS teaches approximately 2,000 full- time equivalent students, and has 34 academics, 28 postdoctoral research associates or fellows, approximately 20 other research staff, 152 higher degree research students, 12 technical officers and 4 administrative staff. The School’s yearly operational budget is approximately $11M, with available research funds of approximately $9 million annually.

The Administrative Officer will play a key role in providing administrative and project support to the Team Lead within the Biomedical AI Laboratory (Vafaee Lab), Faculty of Science. The position will be responsible for acting as the Team Lead’s point of contact for administrative tasks including diary management support, scheduling meetings and research project initiatives to achieve operational and strategic goals.

About the role

• Level 6 ($100k - $107k) plus 17% Superannuation and annual leave loading
• Fixed Term – 6 months (or to December 22^nd, 2025)
• Part-time (14 hours per week)

The role reports to Associate Professor Fatemah Vafaee and has no direct reports.

Specific responsibilities for this role include:

• Provide administrative support to the Team Lead, including diary management support, arrange and schedule meetings, and prepare necessary documentation and minutes as required.
• Act as the primary contact for the Team Lead, maintaining effective channels of communication, analysing requests and correspondence to prioritise priorities as well as urgent and often sensitive matters.
• Provide support to the delivery of research projects and initiatives aligned with the Vafaee Lab or those led by A/Prof Fatemeh Vafaee, to achieve operational and strategic goals.
• Monitor, track and report on the status of contract and grant reports to ensure time, cost and quality metrics are in line with approved project plans for assigned projects.
• Liaise with relevant stakeholders (e.g., UNSW Web Technical team) to coordinate updates to the Vafaee Lab website and occasionally manage content updates on social media platforms (e.g., LinkedIn).
• Assist with new staff recruitment and contract renewals, coordinating communications with HR, Finance, and other relevant departments to ensure a smooth process.
• Support the onboarding and integration of new students and staff, facilitating access, inductions, and acting as the primary point of contact to address any initial queries or concerns.
• Coordinate RGC-related follow-ups and handle contract/agreement matters with relevant external stakeholders (e.g., CSIRO and industry partners) as needed.
• Assist with finance-related tasks, including but not limited to credit card reconciliation, laboratory purchases, and processing reimbursements.
• Facilitate and plan meetings, including compiling agendas and other documents, preparing minutes and following up on allocated or outstanding meeting tasks.
• Provide advice on the interpretation of UNSW Policies and Procedures and apply to all activities as appropriate.
• Align with and actively demonstrate the Code of Conduct and Values
• Cooperate with all health & safety policies and procedures of the university and take all reasonable care to ensure that your actions or omissions do not impact on the psychosocial or physical health and safety of yourself or others.

About the successful applicant
(Selection Criteria)

To be successful in this role you will have:

• Relevant tertiary qualification with subsequent relevant experience or equivalent competence gained through any combination of education, training and experience.
• Demonstrated administrative experience within a large and complex institution or equivalent.
• Strong written and verbal communication skills, with a high level of attention to detail for deliverables produced.
• High level organisational skills with proven ability to operate autonomously, deal with multiple tasks and establish priorities and meet deadlines.
• Excellent interpersonal, written and verbal communication skills, with the ability to liaise effectively with all levels of staff and external stakeholders.
• Advanced level of computer literacy, working with a range of computer systems and applications, including Microsoft Office .
• An understanding of and commitment to UNSW’s aims, objectives and values in action, together with relevant policies and guidelines.
• Knowledge of health & safety (psychosocial and physical) responsibilities and commitment to attending relevant health and safety training.

Please apply online - applications will not be accepted if sent to the contact listed.

Contact:
Fatemah Vafaee
E: f.vafaee@unsw.edu.au

Applications close: July 9^th, 2025

Find out more about working at UNSW at www.unsw.edu.au

UNSW is committed to equity diversity and inclusion. Applications from women, people of culturally and linguistically diverse backgrounds, those living with disabilities, members of the LGBTIQ+ community; and people of Aboriginal and Torres Strait Islander descent, are encouraged. UNSW provides workplace adjustments for people with disability, and access to flexible work options for eligible staff. The University reserves the right not to proceed with any appointment.