Administration Coordinator

Power Innovation. Drive Impact!

Box Hill Institute | Full-time | Permanent

Love bringing order to complexity and being the go-to person who keeps everything running smoothly?

Due to continued growth within our Teaching Development & Innovation (TDI) division, we're creating a new Administration Coordinator position to help support an expanding portfolio of projects, initiatives and operational activities. This is an exciting opportunity to join a collaborative team and become the central point of coordination for administrative, financial and business support activities that help drive the division's success.

Why this role, why now?

As Teaching Development & Innovation continues to grow and deliver projects and strategic initiatives, we've identified the need for a dedicated Administration Coordinator to strengthen operational support across the division. This newly created role will play a key part in ensuring business processes run smoothly, supporting multiple teams and stakeholders, and enabling leaders and specialists to focus on delivering high-quality educational outcomes.

This is a permanent, full-time position with a salary of $87,524 plus 12% superannuation.

Why work with us?

At Box Hill Institute, we offer more than just a job - we offer a supportive and rewarding work environment where your wellbeing, growth and achievements are celebrated. Our benefits are designed to help you thrive both professionally and personally:

• Flexible work arrangements to support work-life balance
• On-site parking for added convenience
• Career progression opportunities and reward & recognition programs to celebrate your success
• Generous leave options such as Defence Reserve Service, Emergency Response, up to 20 days paid Family Violence leave and up to 16 weeks paid Parental Leave
• Health and wellbeing supports and resources, including FREE flu-vaccinations, FREE skin checks, FREE health checks and corporate health insurance discounts
• Financial perks like novated leasing and salary packaging
• Exclusive staff discounts on CAE/Box Hill Institute short courses for staff and their immediate family as well as discounted access to our on-campus retail services such as floristry, day spa and beauty salons, hairdressing salon, barbershop, restaurant, vet & dog grooming - all delivered by students in training, under the supervision of their teachers.

About the role

As the Administration Coordinator, you'll provide high-quality administrative, operational and business support across the Teaching Development & Innovation division. Acting as a central point of coordination, you'll support a broad range of activities including finance administration, procurement, contract administration, reporting, records management, event coordination and divisional projects. You'll work closely with leaders, specialist staff and stakeholders to ensure systems, processes and priorities are managed efficiently and effectively.

What you'll do:

• Coordinate finance administration activities, including purchase orders and invoicing
• Support procurement, contracting and licensing processes across the division
• Assist with divisional projects and initiatives, tracking actions, milestones and documentation
• Coordinate meetings, events, onboarding activities and administrative logistics
• Maintain records, registers, reports and business documentation
• Support governance, compliance and document management activities
• Monitor administrative deadlines and follow up outstanding actions
• Maintain and improve SharePoint sites, digital records and administrative workflows
• Build positive relationships with internal and external stakeholders
• Provide responsive, customer-focused support to staff across the division

What You'll Bring

• Experience in an Administration Coordinator, Executive Assistant, Team Coordinator, Office Manager or similar business support role
• Strong organisational skills and the ability to manage competing priorities
• Experience supporting multiple stakeholders within a complex organisation
• Knowledge of finance, procurement, contract administration or business support processes
• Strong technology skills, including Microsoft Office and digital business systems
• Excellent communication and stakeholder engagement skills
• High attention to detail and a commitment to delivering quality outcomes
• A proactive approach to problem solving and continuous improvement
• Experience maintaining records, reports, systems and business documentation

Qualifications/Requirements

• Qualifications in Business Administration, Business, Office Administration or a related discipline, or equivalent demonstrated experience
• Current Working with Children Check
• National Police Check

About us:

For over 100 years, we've been changing lives for the better, continuing to make this world a better place for all. By providing people with opportunities to expand their knowledge, experience and understanding of the world, we empower them to change their lives.

Our students can pursue everything - non-accredited short courses through the Centre for Adult Education (CAE); senior secondary qualifications including the Victorian Certificate of Education (VCE) and VCE Vocational Major (VCE VM); vocational certificates (including pre-apprenticeships, apprenticeships and traineeships) and diplomas; and higher education degrees and a graduate certificate.

We are committed to a highly motivated and aligned workforce, so we'll be by your side to enable you, help you grow and offer you benefits which enhance your work-life balance.

Apply now!

All applications must be submitted online and include a cover letter and current resume.

For specific enquiries relating to this position, please contact Alex Gilbey - Director Teaching Development and Innovation at [email protected].

Applications close: 5pm, 7th October 2026

Please note: We will be assessing applications as they come in and the position may be filled before the closing date

We are a 2026 Circle Back Initiative Employer - we commit to respond to every applicant.

Box Hill Institute is a welcoming, safe and respectful work environment. We are work-life friendly and an equal opportunity employer. We encourage people from all backgrounds, abilities and identities to apply for our vacancies.

Commitment to child safety

Box Hill Institute is a Child Safe Organisation and has a zero tolerance towards the harm or abuse of children and young people.

We believe that child safety is everyone's responsibility. All employees, volunteers, contractors and service providers are required to promote a culture of child safety, comply with the Child Safe Standards and other relevant legislation and reporting obligations of suspected child abuse as per the Institute's Child Safety Policy and Procedures.

All employees are required to hold and maintain a current, valid Working with Children Check for the duration of their employment at their own expense.

Candidates for employment at Box Hill Institute will be subject to pre-employment probity checks, and must satisfy Box Hill Institute's pre-conditions for employment.

Box Hill Institute reserves the right to withdraw an advertised position at any stage.