Key Selection Criteria Support Staff

UTS POSITION DESCRIPTION

I

POSITION TITLE

Administration Officer (Research) x3

UNIT or FACULTY AND DIVISION

Faculty of Engineering Information Technology (FEIT)

POSITION PURPOSE

The Research Administration Officer is responsible for all facets research administration for FEIT, including the administration of research student candidature and for organising meetings of the faculty’s Industry Advisory Network (IAN).

DIMENSIONS

Students (2007):

Courses:

Doctor of Philosophy (PhD)

Master of Engineering (Research)

Master of Science in Computing Sciences (Research)

RELATIONSHIPS

Supervision

The incumbent will report to the Associate Dean (Research & Development). However, the Operations/Project Manager of FEIT will act as a mentor to the Administrative Officer for the Faculty’s first six months of operations and will work under broad direction of the Associate Dean (Research & Development) and the Faculty’s Director of Research Programs. The position is a member of the Faculty of Engineering and Information Technology Administrative Support Group and has a functional relationship with the Faculty Manager, who will partake in review and developmental activities for this role. There are no positions reporting to this role.

Collaboration and Communication

Internally, the incumbent works closely with the Associate Dean (Research & Development), the Faculty’s Director of Research Programs, representatives of the UTS Research and Innovation Office, University Graduate School, Research Students and academic staff as applicable.

Externally, there is contact with the convenor of the IndustryAdvisory Network and its members in relation to meeting organisation.

MAJOR RESPONSIBILITIES

These major responsibilities are split across three (3) roles and over time incumbents will gain experience in all major responsibilities to allow for increased efficiencies and relief during leave or quieter periods. Individual responsibilities will be detailed in the incumbent’s workplan, and will include some of the following:

Support to Research Committees

Service and coordinate the Faculty’s Research Degrees Committee and Research Management, Committee by:

• preparing agendas, discussion papers, taking minutes and initiating follow-up action on items, as well as participating in these meetings as required to provide specialist administrative adviceon matters as they arise.
• Review Faculty research and research training policy and procedures on a regular basis, ensuringalignment with the Faculty’s Strategic Plan and compliance with UTS rules and regulations.

Research Project Support:

• Organise the Faculty Annual Research Showcase for HDR students by coordinating students’ submissions, invitations of academic staff and external affiliates, organising venue hire, catering and by drafting a programme of events and displays
• Assist the AD(R&D) and Director Research Programs in planning the development of other Faculty’s research activities which align with the Faculty’s Strategic Plan for objectives for Research, such as workshops, forums, seminars etc to increase the research productivity and capability of staff
• Provide administrative support to the A/Dean(R&D) in relation to the promotion and submission of grant applications
• Assist the Associate Dean (R&D) and Research Management Committee with the formation of FEIT-specific research policies and procedures that will require discussion and assessment of policies and procedures used in the previous two antecedent faculties.

Research Student Administration

Responsible for all aspects of local and international research student administrationincluding:

• Initiating, developing and implementing policies and procedures that result in effective and efficient administration in the areas of research student application, scholarship, supervision, progression, assessment, examination and graduation.
• ensuring that the staff dealing directly with research students are continually

informed to provide information and services to students at a pre-determined level;

• administration of the Faculty scholarships in conjunction with the University Graduate School, andassisting the Research Degrees Committee to evaluate and rank scholarship applications for a variety of different student groups;
• Creating an induction program for HDR students in conjunction with the Director of Research Programs/Associate Dean (Research & Development) and allocating and monitoring research student accommodation
• Organising HDR students’ workshops under the direction of the research degrees Committee including Assessment Workshops, completion Workshops and student-related social events, as required;
• Providing HDR students with appropriate office supplies and monitoring expenditure.
• Being the first point of contact for Faculty HDR students in relation to any matters of candidature or scholarships
• Coordinate the submission of HDR Students’ Progress reports and advise staff and students on policies/requirements

Industry Advisory Network (IAN) Administration

Act as the first point of contact for all enquiries relating to the IAN. Duties include:

• transcribe and edit minutes and all agenda papers for meetings and maintain up-to-date records and information about IAN;
• schedule meetings, teleconferences, breakfast forums and seminars and arrange for catering and all other arrangements in relation to these functions.
• maintain IAN members’ details for Faculty and University reports.

Research Publications

Manage the annual data collection of Research Publications and liaise with the RIO. Duties involve:

• Act as Faculty contact with the RIO and Faculty staff
• administer and coordinate the process across the Faculty, by setting time frames to meet UTS timelines
• Check and verify DEST data and non DEST publications and moreover, determine that publications submitted under DEST-funded categories meet funding criteria by interpreting the DEST guidelines;
• prepare and circulate reports to all Faculty staff of all publications needing further evidence to be considered for DEST funding, including rationale

Financial Administration for Research-related matters:

In consultation with the Faculty‘sFinance Manager (Research):

• Manage all i-Procurement functions on NEO and liaise with the Neo Team/FSU and provide accurate evidence and advice on all orders for Research Office matters
• Manage all i-Expenses functions on NEO and provide FSU with correct evidence of expenses incurred for Research Office matters;
• Provide advice and ensure Research Students adhere to UTS travel procedures

Support to Associate Dean (Research & Development) & Research Office

• Provide administrative support to the Associate Dean (R&D) that includes diary management, organising travel and general office support.
• S/he will also provide general administrative services to the Faculty’s research office by responding to general enquiries, ordering stationary/office supplies and ensuring that mail is posted and delivered
• Kitchen maintenance in this area

General Research Office Contribution

The Research Administration Officer will work as part of a close team under the direction of theAssociate Dean (R&D). S/he is thus will take a proactive approach in providing assistance and relief to other Research Office team members, as required, and is expected to develop, over time, a general knowledge of the broad spectrum of duties conducted by staff of the Research office, consistent with those listed above. This is to ensure that adequate back-up, relief and knowledge is available across the team to promote integration and optimal support to Faculty academic staff and research students in this area.

ENVIRONMENT AND POSITION CHALLENGES

A key challenge will be to work within a newly amalgamated faculty and quickly gain knowledge of research-related policies and procedures from two antecedent faculties.

This position requires the incumbent to have an in-depth knowledge of enrolment protocols and procedures, and a solid knowledge in all research related policies and procedures. It also requires the incumbent to exercise judgment and initiative in order to achieve a balance between the demands that the position requires while being flexible and adaptable working in an environment of continuous change.

AUTHORITY TO ACT

The position works under general direction within established UTS and faculty-level policies and guidelines that relate to research and research student administration.

Safety & Wellbeing responsibilities

All staff must:

• Take reasonable care of, and cooperate with actions taken to protect, the health and safety of both themselves and others
• report all accidents, incidents and hazards to their supervisor as soon as is practicable

Supervisors and managers of staff and facilities must do whatever is reasonably practical to ensure that both the workplace and the work itself are safe, in consultation with staff affected.

ORGANISATION CHART

TBC

APPROVALS

Incumbent

Supervisor

Manager

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