Clubs & Societies Administration Officer

🌐 Division: Student Representation / Clubs & Societies
📅 Employment Status: Full-Time, ongoing.
💼 Classification Level: PL4.1 plus 14.5% superannuation
📍 Location: University of Melbourne, Parkville
🗓️ Start Date: November 2026

About The University of Melbourne Student Union Inc (UMSU)

The University of Melbourne Student Union (UMSU) is the independent, student-led voice for all University of Melbourne students. Governed by an elected Students’ Council and student departments, we champion student perspectives and ensure students are at the heart of decision-making.

Based in the University’s vibrant student precinct, UMSU delivers a diverse range of programs, services, and events that enrich campus life—from arts and culture initiatives in professional creative spaces to student-led publications and over 200 affiliated clubs. We also provide vital support services, including free legal and advocacy assistance, and run initiatives such as food relief and volunteer programs.

At our core, we are a social justice-driven organisation committed to inclusion, accessibility, and student wellbeing. Through our work, we create opportunities, amplify student voices, and help shape an exceptional university experience.

About the role

Operating under general direction whilst undertaking most tasks, the Clubs & Societies Administration Officer is expected to provide administrative services for the Department following established processes, precedents, and through interpreting the Department’s rules; respond to club inquiries in consultation with the C&S Manager; and work with the C&S Manager and Office bearers. On occasion and under routine supervision to general direction, to perform more complex tasks, such as producing advice or recommendations applying the Department’s administrative procedure to unusual circumstances or advising on improvements to the Department’s rules and processes.

UMSU provides student-facing services and events on University of Melbourne campuses, and work is undertaken in person and on site [and after hours as required and/or will require some manual handling of equipment]. UMSU staff employment conditions are covered by the University of Melbourne Student Union Agreement 2023-2025 and associated policies, such as the Flexible Work Policy.

How to Apply?

To find out more information about this position, please View the position description here

All applications should include:

• A cover letter responding to the Key Selection Criteria found in the Position Description (maximum 2 pages of text). Applications submitted without a cover letter addressing the KSC will not be considered. 
• A brief CV highlighting relevant experience, and
• The names and contact details of 3 professional referees.  

Applications for this position close at Midnight Sunday, 27 September 2026 and should be submitted via the Recruitment Form.

Late applications will not be accepted. 

While all applications will be acknowledged by email, only shortlisted applicants will be contacted personally, and we appreciate your patience in not contacting us during this time. 

If at any stage of the recruitment and selection process you require an alternative format to the application material or reasonable adjustment to the interview arrangements, please contact us at recruitment@union.unimelb.edu.au

Key Responsibilities

Club Submissions

Review club submissions in key compliance areas, including but not limited to:

• General Meetings:
  • Review and assess General Meeting submissions against written guidance and precedents
  • Correspond with clubs to advise them on resolving issues, and manage responses
  • Refer non-compliance to the Manager by preparing summaries and recommendations  
• Grants:
  • Review grant applications for compliance 
  • Review and process payment applications following standard procedures
• Activity Reporting:
  • Review semesterly submissions for compliance
  • Prepare summary reporting and refer non-compliance to the Manager
• Audits: 
  • Review club financial records for record-keeping and reporting compliance

Club Inquiries

• Assist with Clubs and Societies walk-in enquiries, phone enquiries, and emails
• Provide information and advice to clubs, applying and interpreting Department rules, regulations, procedures and precedents within established frameworks
• Triage incoming correspondence for response, including referral to the C&S Manager or C&S Office Bearers

Department Resources

• Coordinate annual locker use in accordance with department policy
• Maintain club mailboxes and mail distribution
• Maintain C&S loanable resources, reporting any damage or loss to the C&S Manager

Membership Sales Platform

• Update and maintain club membership products
• Under the direction of the Manager, manage end-of-year closure and renewal windows
• Prepare documents for Finance to pay out membership income to clubs 

Administration and Process Improvement

• Make recommendations for process improvement 
• Manage registration and records for in-person and online training
• Data entry and retrieval
• Office filing/archiving
• Word processing, spreadsheet manipulation and general administrative duties

Required skills and Experience

Essential Skills and Qualifications:

• Completion of a Certificate III or higher with relevant work-related experience;
• Commitment to the provision of high-level customer service; 
• Ability to formulate correspondence, advice and summary reports in a clear, concise and comprehensive manner;
• Ability to apply Department rules, regulations and precedents to support decision-making;
• Good interpersonal and communication skills, including the ability to communicate sensitively with people from diverse cultural backgrounds;
• Ability to work effectively as a member of a team, including liaising with elected student representatives;
• Well-developed attention to detail;
• Intermediate computer literacy and capability with the Microsoft Office suite;
• A valid employee Working with Children Check.

Desirable Skills and Qualifications:

• Previous experience working in either the Education or Not-For Profit sectors
• Demonstrated commitment to the principles of student unionism

Salary & Benefits

• Salary: $85,533.19 pro-rata/annum
• A chance to positively impact the lives of students.
• 35 Hour working week (pro rata).
• 5 weeks (175 hours) paid Annual Leave per annum (pro rata).
• 15 days paid Personal/Carer’s Leave per annum (pro rata).
• Three paid “Grace and Favour” days during year-end closure period (pro rata).
• Confidential access to an Employee Assistance Program.

Additional information

UMSU is an Equal Opportunity Employer. We encourage applications from diverse backgrounds, including First Nations people, women, people with disabilities, and those from culturally and linguistically diverse communities.

UMSU acknowledges the Wurundjeri people as the Traditional Owners of the land where we operate. We pay our respects to Indigenous Elders past, present, and emerging. Sovereignty was never ceded. This always was and always will be, Aboriginal land.

Please note, all applicants will require to hold or obtain a valid Employee working with children check and provide verification of unrestricted working rights in Australia.  

UMSU reserves the right to withdraw this position at any stage of the recruitment process.