Mata Ahupae Matua | Senior Administrator at Te Herenga Waka—Victoria University of Wellington

Kelburn, Wellington Region, New Zealand -

Full Time

Start Date

Immediate

Expiry Date

17 Aug, 26

Salary

0.0

Posted On

19 May, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administration Procedures, Executive Assistance, Minute-taking, Microsoft Outlook, Microsoft Word, Microsoft Excel, Communication, Relationship Building, Diary Management, Travel Bookings, HR Documentation, Event Coordination

Industry

Higher Education

Description

* Can you work independently, use initiative, and prioritise tasks to meet deadlines in a demanding environment? * Do you have proven experience (3-5 years) in developing, implementing, and maintaining administration procedures? * Are you an experienced administrator seeking an opportunity to develop your skills further in a newly established role? Kōrero mō te tūranga - About the role Te Herenga Waka - Victoria University of Wellington is recruiting a Mata Ahupae Matua - Senior Administrator to join the professional team of Te Whānau o Ako Pai - School of Education on a permanent, full-time basis. Key responsibilities: * Lead the development, documentation and management of the School’s academic administration processes and procedures, including electronic filing systems to enable quick access to current information. * Coordinate professional staff course allocations and workflow to ensure efficient delivery of services to both academic staff and courses in all programmes run in the Faculty. * Provide proactive professional executive assistance to the Tumuaki - Head of School, including diary management, and travel bookings. * Coordinate enquiries and provide advice and information to postgraduate students and staff as appropriate, ensuring a high standard of accuracy and timeliness. * Provide timely, effective and appropriate advice and recommendations, together with accurate documentation on student administration matters for students, the Pou Hautū - School Manager, Tumuaki - Head of School, and other staff as appropriate. * Build and maintain effective working relationships within the School to ensure an up-to-date understanding of current internal activities, events, research and developments. * Prepare HR documentation, including: offer letters, variations and timesheets, for contract staff. * Coordination of events, including school graduation celebrations and award ceremonies, and manage the support of academic activities such as symposia, conferences, workshops and meetings. Ō pūmanawa - About you You will be an experienced administrator seeking an opportunity to develop your skills further in a newly established role. You will enjoy working independently and as part of a small closeknit team to offer consistently high-level, quality and efficient operational and administration support to the School’s staff, students, and stakeholders. Key requirements: * Proven experience (3-5 years) in developing, implementing, and maintaining administration procedures. * Executive assistance and minute-taking experience. * Proven ability to work independently, use initiative and prioritise tasks to meet deadlines in a demanding environment with excellent attention to detail. * Extensive knowledge and experience in a range of computer applications, including Microsoft Outlook, Word and Excel. * Excellent communication and relationship building skills. Role Description: Click here to see further information, including salary details. [https://vuw.sharepoint.com/:b:/s/VacancyRoleDescriptions/IQAE9NTmT1zPRpqFF6JSDg8qAYg1XQvOJ6iCUFzh7nslz-Y?e=gIxkwP&download=1] If this link is not available, click 'apply' to view this on the University careers page. Close date for vacancy: 01 June 2026. Contact details for vacancy: If you have any questions regarding this role please get in touch with Lisa Reynolds, Pou Hautū - School Manager (lisa.reynolds@vuw.ac.nz). How to apply: Please ensure you are applying for this role directly on our careers page and not via email. Candidates must submit supporting documents along with their resume, such as a cover letter. We can only consider applicants who are citizens or residents of New Zealand or Australia or on a current working visa. Applications will be reviewed as they are received, and we may progress with suitable applicants prior to the application closing date. Applications from recruitment agencies are not accepted. Mō Te Herenga Waka - About Our University Te Herenga Waka - Victoria University of Wellington [https://www.wgtn.ac.nz/about] is renowned for its high-quality research and exceptional teaching. We attract people from around the world. Our university campus spans Te Whanganui-a-Tara Wellington - the creative, scientific and political centre of Aotearoa New Zealand - and our students thrive on the connections we have made here. Explore the many benefits [https://www.wgtn.ac.nz/about/working-here/employment-information] of working at Te Herenga Waka - Victoria University of Wellington. Find out where you fit in our strategic direction [https://www.wgtn.ac.nz/about/governance/strategic-plan] and learn more about our research expertise [https://www.wgtn.ac.nz/research/strengths/faculty]. Ētahi kōrero hai āwhina i a koe - Why you should join our team Join a vibrant hub of educators at the Te Puna Akopai - School of Education [https://www.wgtn.ac.nz/education], where innovation meets tradition in the heart of the capital! Engage in research-led teaching and shape the future of learning. Be part of a team that values critical thinking and creative solutions. Here, you’ll have the opportunity to inspire and be inspired, fostering mentor relationships and nurturing the next generation of leaders in education. Dive into a role where your impact echoes beyond the classroom!

Responsibilities

Lead the development and management of academic administration processes and provide executive assistance to the Head of School. Coordinate course allocations, student enquiries, HR documentation, and school events.