• Location: Melbourne (La Trobe University – Bundoora Campus)
• Position Type: Full-time (or Part-time by negotiation)
• Reports to: General Manager
• Salary: $75,000-$85,000 pro-rata plus 17% superannuation
• Contract: Six-month fixed-term contract with likely extension

About the Role:

The Operations Coordinator plays a critical role in ensuring the smooth, efficient and professional operation of the La Trobe Student Union.

This position is suited to an experienced administrator who enjoys creating efficient systems, maintaining high standards and supporting a dynamic and growing organisation.

Working across office operations, governance, finance, human resources, information technology and organisational administration, the Operations Coordinator is often the first point of contact for students, visitors, suppliers and stakeholders. The role is responsible for ensuring the organisation operates efficiently, maintains strong governance and compliance practices, and continually improves its systems, processes and service delivery.

This role requires exceptional attention to detail, strong organisational skills, sound judgement and the initiative to identify opportunities for improvement before problems arise.

No two days are the same. One day you may be coordinating recruitment interviews, onboarding a new staff member and preparing governance papers; the next you may be managing financial administration, supporting elected representatives, resolving IT issues, improving organisational systems or coordinating operational projects.

Organisational Relationships

• Reports to: General Manager
• Key Internal Relationships: Student Union General Manager and Student Engagement Manager, Office Bearers, LTSU staff and volunteers
• External Liaison: Students, La Trobe University academic and administrative staff, government, NGO and community agencies. Accountants, professional bodies, trade unions, peer groups, education sector.

Position Responsibilities

Office Operations

• Coordinate the day-to-day operations of the Student Union office, ensuring a professional, efficient and welcoming workplace.
• Manage organisational administration, reception, correspondence, records, facilities and office systems.
• Coordinate suppliers, contractors, procurement, office resources and workplace maintenance.
• Contribute to a culture of continuous improvement across the organisation.

Human Resources

• Coordinate recruitment administration, onboarding, induction and offboarding processes for elected Office Bearers, staff and volunteers.
• Assist elected Office Bearers and managers with workforce planning, recruitment and employee documentation.

Governance Coordination

• Coordinate Council, Executive and committee administration, including 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

• Coordinate day-to-day financial administration, purchasing, invoicing, expense reconciliation and financial records.
• Support 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 improve operational efficiency, organisational effectiveness and service delivery.
• Coordinate operational projects and support the implementation of strategic initiatives.

General Support

• Provide administrative support to elected student Officer Bearers and staff.
• Assist with organisational projects, events and organisational initiatives as required.
• Undertake other duties consistent 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 who enjoys developing and maintaining excellent systems, problem solving, and helping an organisation operate efficiently. 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 administrative systems and organisational processes.
• Ability to work independently while contributing positively to a collaborative team environment.
• Commitment to providing outstanding customer service.

Desirable

• Experience supporting governance processes or committees.
• Experience in recruitment administration and employee onboarding.
• Experience coordinating finance or purchasing administration including Xero.
• Experience coordinating office IT systems or working with external IT providers.
• Experience within a not-for-profit, membership-based organisation or student union.
• Understanding of student issues and the higher education sector.
• Experience developing or maintaining policies, procedures or operational documentation.

Why Join a Trobe Student Union?

• At La Trobe Student Union you'll play a key role in supporting thousands of students while helping shape an organisation that has represented students for almost 60 years.
• You'll work within a passionate and supportive team of elected Office Bearers and professional staff where your ideas are valued and you'll have opportunities to improve systems, develop new skills and make a genuine contribution to student life.

next steps

To submit your application, please click ‘Apply Now’ by 5:00pm on the closing date.

Address any questions to [email protected] using the subject line: Operations Coordinator enquiry via EthicalJobs.

La Trobe Student Union is committed to creating an inclusive workplace and encourages applications from Aboriginal and Torres Strait Islander peoples, people from culturally and linguistically diverse backgrounds, LGBTQIA+ people, people with disabilities and people of all ages.