Office Coordinator

The Monash Graduate Association Inc. (MGA) is an independent incorporated organisation that represents and supports Monash University’s graduate student community. Governed by the elected MGA Executive Committee (MGAEC), the MGA is recognised in the University’s Regulations as the cross-campus representative body for all graduate students enrolled at Monash’s Australian campuses. The MGA delivers advocacy services and coordinates a wide range of programs and events—including Orientation and social activities—for more than 35,000 graduate students across Caulfield, Clayton, Parkville and Peninsula. The role The Office Coordinator is a full‑time, two‑year fixed‑term position based at Monash University’s Clayton campus, with the possibility of extension beyond the initial contract period. Reporting to the MGA’s HR & Finance Manager, the role plays a central part in ensuring the smooth operation of MGA’s Clayton and Caulfield offices and MGA‑managed student spaces. The position oversees the recruitment, training, scheduling and supervision of graduate student receptionists, supports cross‑departmental workflows, and contributes to the delivery of MGA programs and events. It is also responsible for coordinating day‑to‑day office operations, maintaining facilities and equipment, liaising with key University teams regarding space and facilities, and supporting a range of HR, administrative and operational processes. With responsibilities spanning office management, facilities coordination, workflow improvement and staff support, the Office Coordinator helps ensure MGA spaces remain welcoming, functional and safe for the graduate student community. Your key responsibilities will include: Coordinate the appointment, training, and scheduling of the graduate student receptionists. Supervise the graduate student receptionists to ensure the efficient operation of the Clayton and Caulfield offices and MGA‑managed graduate spaces. Allocate daily tasks and support receptionists to assist in cross‑departmental operations and ensure efficient workflow. Coordinate graduate student receptionists in supporting MGA events, coordinating purchasing, and aiding in program delivery under the direction of the HR & Finance Manager. MGA Clayton and Caulfield office and MGA‑managed spaces Coordinate the day‑to‑day operations of the Caulfield and Clayton offices and MGA‑managed spaces. Office and lounge management, including overseeing processes for ensuring cleanliness, replenishing supplies, and managing room bookings and equipment loans. Liaise with the relevant Monash University departments regarding office operations, space usage, room access, and any issues affecting MGA‑managed spaces. Ensure offices and managed spaces are welcoming, functional and safe. Operations Support HR & Finance Manager to prepare and maintain HR forms, including appointment paperwork, honouraria, and timesheets. Assist with annual carbon audit and maintaining MGA’s Climate Active accreditation. Identify inefficiencies and recommend solutions to streamline office workflows and procedures. Assist in planning and coordinating team‑building activities, including annual staff professional development day, corporate volunteering day, and end‑of‑year celebration. Assist with all aspects of space/infrastructure planning and provide resources and solutions when requested. Maintain compliance with WHS protocols, HR policies, and operational standards. Facilities management Coordinate staff swipe card access to MGA spaces and University spaces managed by the MGA, including updating security access profiles and the access database. Coordinate any maintenance required for MGA equipment and offices, and update a maintenance database. Work closely with the Financial Analyst to maintain the MGA Asset Register. Work closely with the OHS Facilities Officer to maintain the MGA OHS equipment. Other duties and responsibilities as required. The incumbent will be based at the Clayton campus and will be expected to visit other Monash University campuses on a regular basis. Skills and experience Our ideal candidate is someone who is passionate about administration management and has a knack for building strong relationships and driving positive change. The incumbent should understand the importance of working independently and enjoy working closely with a diverse group of staff and students. You should also have: Relevant qualifications and/or demonstrated work experience in office administration or office management, including basic HR administration. Understanding of the operational requirements of a busy and complex office environment. Experience with detailed record keeping and information management. Experience with leading and mentoring junior staff. Excellent oral and written communication with the ability to build sustainable relationships with people from diverse backgrounds and age groups, different cultures and professions. Demonstrated organisational and time management skills, including the ability to plan and evaluate activities, set priorities, work in a team and perform well under pressure. High attention to detail and a commitment to maintaining accurate and high‑quality work. Prior experience and knowledge of Australian universities. Experience in human resources administration. Problem‑solving skills and a ‘can‑do’ attitude. The opportunity The MGA is a vibrant and welcoming workplace. We pride ourselves on being a supportive and flexible workplace that prioritises wellness, sustainability, work‑life balance, and professional development, all underpinned by a positive staff culture that drives teamwork and success. Our office is centrally located on Monash University’s tree‑lined Clayton campus, easily accessible by public transport. The campus also has a modern fitness centre available to staff at discounted rates, as well as a diverse range of food and coffee outlets. How to apply Do you possess the above skills and experience? Are you ready to take the lead in driving positive change for graduate students at Monash? If you answered yes, we would love to hear from you Your applications should include a cover letter addressing the key selection criteria along with an updated resume. A copy of the PD, which includes the selection criteria, can be obtained via Enquiries and applications Charlie Li, HR & Finance Manager, ******@monash.edu #J-18808-Ljbffr