Executive Assistant / Junior Project Officer - KCCG

Job No: GC201988
Location: Darlinghurst, NSW

The Garvan Institute of Medical Research (Garvan) is one of Australia’s leading medical research institutes, with over 600 scientists, students and support staff.  Its mission is to make significant contributions to medical research that will change the directions of science and medicine and have major impacts on human health. Garvan’s research encompasses immunology, bone biology, neuroscience, diabetes and metabolism, cancer, and genomics and epigenetics. These research activities are organised within four themes: Cancer, Inflammatory Diseases, Healthy Aging, and Genomics, and two Centres: the Kinghorn Centre for Clinical Genomics and the Garvan-Weizmann Centre for Cellular Genomics.


Kinghorn Centre for Clinical Genomics

The Kinghorn Centre for Clinical Genomics (KCCG), established by the Garvan Institute is an Australian research and sequencing centre delivering genomic information for clinical use. The KCCG facilitates genome-based research, particularly in cancer and monogenic diseases, but also in complex disease such as diabetes, osteoporosis and immunological disease. Our vision is to translate medical research into clinical care in Australia and beyond by integrating sequencing, bioinformatics and data management in a cutting-edge Genomics research environment.


The Opportunity

It is a combined role of Executive Assistant and Junior Project Officer responsible for providing high-level administrative support to the KCCG Scientific and Clinical Heads. This position is required to work closely with the KCCG Scientific Officer and assist with managing all collaborative commitments including coordinating the day-to-day, as well as longer-term, activities of KCCG. The role requires effective communication and collaboration between KCCG’s partners, and dealing with executive administrative issues.

The Executive Assistant/Junior Project Officer must, at all times be prepared to act in the interests of Garvan as a whole. This is a two-year fixed-term position based at the Darlinghurst office.


Key Responsibilities

There are four aspects of this role including executive support, publications and grant management, project management and KCCG financials. Specifically:

  • Co-ordinating appointments and diary management for the Clinical and Scientific Heads of KCCG and drafting correspondence on behalf of the Heads of KCCG
  • Co-ordinating external guests visits including booking accommodation and organising itineraries
  • Preparing, compiling and distributing Executive, Board and Committee reports.
  • Facilitating in Travel management, file management and office stationaries for senior KCCG staffs
  • Maintaining an up-to-date Endnote database of all KCCG publications and related information
  • Preparing KCCG applications for research grants, annual progress reports and acquittals for secured grants.
  • Co-ordinating central ethics, research governance documents and other regulatory documentation as required by the team
  • Undertaking a range of reporting duties including (but not limited to) Garvan Board, Garvan Facility and Equipment Committee, various funding bodies and collaborative research partners
  • Processing invoice/ expense for KCCG Heads and ensuring smooth monthly expense reconciliations by liaising with Finance on a regular basis


About You

You will possess the following skills and experience:

  • Proven experience in administrative function in a professional or research environment with at least 5 years of experience
  • Exposure to science or knowledge of science/medical terminology is desirable
  • Excellent organisational and interpersonal skills with the ability to innovate and achieve results
  • Clear and articulate communication skills both written and verbal with ability to work independently with multiple stakeholders
  • Advanced computer skills, with fluency in a variety of software packages including Word, Excel and PowerPoint
  • Experienced in the use of databases, writing and presenting documents and reports, as well as using online library searching software
  • Experience in project management is desirable


The Offer

This is an excellent opportunity to work in a social, inspiring and positive working environment. You'll have the satisfaction of knowing that your work has a real impact on human health.

Located in modern offices, there is an on-site café and you are situated close to public transport and Darlinghurst’s trendy restaurants. You will be rewarded with a competitive salary, not-for-profit salary packaging and above market superannuation.


How to Apply

All applications must be submitted via the Garvan Careers site via the link below. Applications from other sites/channels will unfortunately not be considered.



Your application should include: 

  • A cover letter
  • Your resume including 2 referees
  • Copies of relevant qualifications / academic transcripts

 Only applicants with full working rights in Australia are eligible to apply for this role.


Closing Date

As we are reviewing applications as they are received, we encourage you to submit your application latest by 25 August 2019.

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