Jobs search

Program Administrator, Portfolio Operations

Royal Melbourne Institute of Technology • Full-time • City Campus, Australia • 2w ago

Overview:

Full-time,Continuing position

HEW6+17% Superannuation and Flexible Working Arrangements

Based at theMelbourne CBDcampus,and hybrid ways of working

About You

The Program Administrator provides administrative and operational support to the Operations Portfolio. The role supports Program Managers and Project Managers and works closely with Program Coordinators to ensure effective execution of governance, financial, logistical and documentation activities. The Program Administrator is a portfolio and program delivery support role that assists delivery teams across approved programs within the Operations Portfolio.

The role provides administrative and coordination support for portfolio governance activities, program and project forums, resource onboarding and offboarding, and financial administration including purchase order and invoice processing. The role supports delivery activities across Currency, Capability, Cybersecurity and Digital Research Infrastructure programs and works closely with the Program Coordinator to support governance and delivery assurance activities.

The role also assists the Program Coordinator with governance tasks where required.

Key Accountabilities

Provide secretariat support for portfolio, program and project governance forums, including scheduling meetings, preparing agendas, drafting minutes and tracking action items.

Maintain and manage program and project documentation, repositories and version control to ensure accurate andorganisedrecord keeping.

Support procurement and purchasing processes, including raising purchase orders, tracking purchase order status and liaising with procurement or finance teams as required.

Process vendor invoices and payment requests, track invoice progress and coordinate with finance to resolve issues.

Support onboarding and offboarding of team members, including equipment coordination, access provisioning, induction logistics and record setup.

Manage scheduling, room bookings, logistics and other arrangements for implementation or project activities.

Assist program and project teams with resource tracking, timesheets, vendor timesheets, contractor administration and contract documentation.

Update and maintain basic financial and resource trackers under guidance, including expenditure logs, budget trackers and vendor payment schedules.

Supportthe Program Coordinator with governance support tasks such as preparing data for reviews, maintaining RAID logs, updating project trackers and supporting the preparation of governance artefacts.

Facilitate communication between project staff, vendors, stakeholders and support teams to ensure administrative needs are met.

Provide general administrative support to the Operations Portfolio, including record archiving, correspondence tracking and other office support activities.

Key Selection Criteria

Technical and Professional

At least 1 to 2 years of experience in Project/Program administrative support, coordination or support roles.

Strongorganisationalskills with the ability to manage multiple tasks,prioritisework, meet deadlines and maintain accuracy.

Good written and verbal communication skills.

Proficiency in Microsoft Office.

Ability to handle financial documentation, invoices, purchase orders and vendor-related processes.

Ability to follow procedures, maintain records and support compliance with PMO standards.

Strongunderstanding of project management frameworks such as PRINCE2, PMBOK or equivalent, or the ability to rapidly acquire this knowledge.

Experience with delivery tools such as Jira, Confluence or Smartsheet is desirable.

Behavioural

Ability to work collaboratively, maintain confidentiality and support a governance-focused environment.

Willingness to learn and build capability in governance, PMO processes and project management best practice.

Demonstrated interest in progressing toward Program Coordinator or Project Coordinator roles.

Ability to engage constructively with stakeholders, vendors and support teams.

Sector and Context

Understanding of higher education operating environments is desirable.

Experience contributing to continuous improvement or process uplift initiatives is advantageous.

Experience supporting stage gate or assurance reviews is desirable, but not essential for initial appointment.

Qualifications

Relevant tertiary qualificationandadministrative qualification.

Any certification or experience inprojectmanagement&support, officeadministrationor finance support.

Please Note: Appointment to this position is subject to passing a Working with Children and National Police Check.

About thePortfolio

The Operations Portfolio enables integrated, enterprise-wide delivery to support high quality student and staffexperiences. The Portfolio brings together key operational and enabling functions including Enabling Services Reform, Enterprise Projects and Business Performance, Legal Services, Finance, Procurement, Data and Analytics, Information and Technology Services, Health Safety and Risk, Property Services, and the Office of the Chief Operating Officer.

The Portfolio houses significant delivery and operational capabilities across the staff and student journeys and plays a critical role in bringing the RMIT strategy to life across the globe. Each function supports the University’s global operations both directly and through its controlled entities.

The Information Technology Services (ITS) functionprovides RMIT University with current and emerging
Technology systems and services. Our vision of “unleashing technologies to enable great experiences for
RMIT communities” supports a proactive and leading-edge technology ecosystem, mindset and delivery
empowering the advancement of the University’s commitment to advancing Lifelong Learners.

To Apply

Please submit yourCVandcoveringletteraddressingyour suitabilityfor this position by clicking on the ‘Apply’ link at the top of this page.

For further information about this position, please see the Position Description hyperlinked below or contactMarcus Loganvia emailmarcus.logan@rmit.edu.au.

Position Description

Please note, if you are viewing this advert from an external site, please click ‘apply’ and you will be redirected to RMIT's Jobs website to access the Position Description at the bottom of the page. Due to recent upgrades, position description links may not work on LinkedIn advertisements.

#LI-Hybrid

Applications Close:

6 Feb 2026 11.59 pm

RMIT is an equal opportunity employer committed tobeinga child safe organisation. We are dedicated to attracting, retaining and developing our people regardless of gender identity, ethnicity, sexual orientation, disability and age. Applications are encouraged from all sectors of the community and we strongly encourage applications from the Aboriginal and/or Torres Strait Islander community.

At RMIT, we are committed to supporting adjustments throughout the recruitment and selection process, as well as during employment. We actively support and encourage people with disability to apply to RMIT (including alternate formats of application forms). To discuss adjustment requirements, please contact Dani, via talentsupport@rmit.edu.au or visit our Careers page for more contact information - https://www.rmit.edu.au/careers .

We are a Circle Back Initiative Employer – we commit to respond to every applicant.

Related Jobs

Workforce Planning Officer

Royal Melbourne Institute of Technology • Full-time • City Campus, Australia • 1d ago

Research and Academia

1d ago

Apply

Coordinator, Research Contracts

Royal Melbourne Institute of Technology • Full-time • City Campus, Australia • 1d ago

Research and Academia

1d ago

Apply

Senior Officer, Selection and Admissions

Royal Melbourne Institute of Technology • Part-time • City Campus, Australia • 2d ago

Research and Academia

2d ago

Apply

Research Fellow in Cybersecurity for Cyber-physical systems

Royal Melbourne Institute of Technology • Part-time • City Campus, Australia • 2d ago

Research and Academia

2d ago

Apply

Technical Officer OHS (Radiation and Laser)

Royal Melbourne Institute of Technology • Full-time • City Campus, Australia • 5d ago

Research and Academia

5d ago

Apply