Student Representation Coordinator

🎉 Are You Ready to Energise Campus Life? Join UMSU as a Student Representation Coordinator

🚀 Position: Student Representation Coordinator
🌐 Division: Student Representation Division
📅 Employment Status: Full time (1.0FTE), ongoing
💼 Classification Level: PL6.1, $94,961.26 per annum plus 14.5% superannuation
📍 Location: University of Melbourne, Parkville
🗓️ Start Date: February 2026

About The University of Melbourne Student Union Inc (UMSU)

The University of Melbourne Student Union Inc (UMSU) is a dynamic, for-purpose incorporated association, serving as the representative body for all students at the University of Melbourne. Structured around student control of student affairs, UMSU is governed by an elected Students’ Council and twelve student departments, chosen by and from the student body.

Located in the heart of the University of Melbourne’s award-winning student precinct, UMSU is a vibrant, creative, and diverse social justice organization committed to representing and supporting University of Melbourne students. Our vast arts and culture programs for emerging student artists are run in a state-of-the-art theatre, a professional art gallery, the iconic Rowden White Library and the Ida Bar – the only student bar on campus.

About the role

The Student Representation Coordinator will work as part of the Student Representation Team, to support and work collaboratively with the UMSU Council and elected Student Office Bearers. The role is responsible for providing operational & administrative support to Student Representatives, and empowering Student Office Bearers to lead student departments in the context of the whole organisation, run student-led activities safely and successfully, manage their budgets responsibly and in compliance with legal and organisational requirements, and effectively represent their constituency. Part of this role will be to ensure best governance practices are followed as prescribed in the UMSU Constitution, regulations, and policies.

As an organisation providing student-facing services and events, an inherent requirement of this role is the ability to work in person and on site and may require some manual handling of equipment. UMSU staff employment conditions are covered by the University of Melbourne Student Union Agreement 2023-2025.

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 (maximum 2 pages of text)
  • A brief CV highlighting relevant experience, and
  • The names and contact details of 3 professional referees.  

Applications for this position close at Midnight Sunday, 18 January 2026 and should be submitted via the Recruitment Form.

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 Accountabilities

UMSU Student Representation and Governance

  • Working as part of the Student Representation team, and  the General Secretary, ensure that the secretariat functions for UMSU are effectively and efficiently carried out and comply with internal and external requirements including:
    • Timely distribution of Students’ Council notice and agendas, minutes, schedule of meetings, and collation of reports;
    • Secretariat support for Students’ Council meetings and the Annual General Meeting, including minute taking and noting apologies and absences;
    • Advice with respect to the interpretation and application of the Constitution, Standing Orders, UMSU regulations, policies and processes relating to student representation and governance;
    • Follow up to ensure motions from Students’ Council are actioned in a timely way and communicated to UMSU staff;
    • Updating the stance booklet;
    • Ensuring draft and confirmed minutes, agendas and papers are recorded in a systemic and orderly way;
    • Following up absences and leave requests from Councillors;
    • Assisting to manage the General Secretary’s inbox, in consultation with the General Secretary;
  • Working as part of the Student Representation Team to provide timely information to the Head of Student Impact, Divisional Manager, Student Representation, CEO, President and General Secretary potential/emerging risks and issues or matters of concern arising in student representation or governance, including proactively take steps to resolve matters appropriately;
  • Work with the Student Representation Team, to plan and implement inductions and professional development for newly-elected students, assuming responsibility for the organisation and delivery of induction and on-boarding for all new student representatives, and coordinating offboarding of all outgoing student representatives with Human Resources;
  • As part of the Student Representation Team, assist with managing elections processes in line with the UMSU Electoral Regulations and the Constitution, including liaison with the Returning Officer/s and collating information about the election process to improve information for members and engagement with elections;
  • Provide advice to the Head of Student Impact, Divisional Manager, Student Representation, CEO and Student Representatives on internal procedures, policy development and decision-making relevant to effective governance, representation, including drafting and amending UMSU policies, regulations and developing improved processes;
  • In conjunction with the General Secretary, assist in the regular review of the UMSU Constitution and its policies, procedures, and regulations to ensure they are effective and fit for purpose;
  • Provide a central point of contact for all elected student representatives to support leave of absence processes, continuity and safety and wellbeing, and work in collaboration with the President, General  Secretary and senior staff to support inter-departmental collaboration, effective communication between student representatives, staff, and Councillors;
  • Prepare written reports on behalf of the Student Representation Division and content/data for the annual report regarding membership profiles and engagement, the effectiveness of student representative committees, and UMSU impact outcomes.
  • Lead projects on behalf of the Student Representation Division to improve support for student representatives. This could include assisting the Project Lead, Governance and Reporting, with projects.

 Provision of Support to Student Representatives

  • Provide timely and accurate advice to Student Representatives with respect to UMSU policy, procedures, regulations, and standard practises, including advice with respect to:
    • Appropriate decision-making at a departmental and committee level;
    • Compliance with Constitutional provisions, Council motions, minutes and Financial Regulations, ethical procurement, and sponsorship guidelines;
    • Compliance with UMSU expenditure processes, credit card use and financial administration procedures;
    • Risks or concerns, including providing prompt information and/or escalation to the CEO and General Secretary;
  • Coordinate support for Student Officer Bearers to enable informed and engaged participating in University of Melbourne committees, working groups and other fora, including the facilitation of attendance across departments, sharing of relevant information, meeting preparation, and arranging internal briefings as appropriate;
  • Provide guidance and/or refer Student Office Bearers to internal subject matter experts to support appropriate handling media and sensitive or political external matters, including prompt information or escalation to the CEO and President;
  • Develop effective channels of communication and positive working relationships with and between Student Representatives, that result in positive outcomes for student representatives, staff, volunteers, and members, and that supports an informed and engaged Students’ Council;
  • Develop, evaluate and maintain student representative induction kits, handbooks and/or training programs for UMSU Student Office Bearers and newly-elected Councillors, and ensure they are effective and fit for purpose and connect to the whole-of-organisation's planning, priorities, and ways of working;
  • Develop and implement activities, meetings, surveys, communication tools, resources to support Student Representatives to collaborate with each other and staff in the administration of their departments, and support for departmental committees and collectives to achieve the organisation's mission and contribute to planning and implementing its objectives;
  • Assist and support student representatives to engage with UMSU members, consult and represent their constituency and develop effective advocacy and campaign objectives and engagement activities;
  • Coordinate the annual budgeting and activity planning process for student departments in collaboration with key staff to maximise the positive impact of UMSU and support effective whole-of-organisation outcomes;

Special Projects

  • To improve how the Student Representative Team supports student representatives.
  • Support or oversight of identified projects of priority to the Student Representation Division.
  • To deliver projects as advised that further enhances the effectiveness of Student Representatives and the efficiency of student departments.
  • To engage with other campuses to support the empowerment and effectiveness of Student Office Bearers
  • Other projects as advised from time to time.

Key Selection Criteria

Essential Skills and Qualifications: 

  • Tertiary education degree with relevant work experience, or an equivalent combination of tertiary qualification and experience, or training combined with extensive specialist experience relevant to the role;
  • Highly-developed ability to interpret, apply and draft policies, regulations and complex information;
  • Passion for social justice, commitment to the principles of student unionism, and an ability to work for a broader, collective goal;
  • A values-led, proactive, collaborative, and inclusive way of working, and ability to consult with people and facilitate their aims and outcomes;
  • Highly developed organisational, planning and project management skills with the ability to research and/or analyse information, manage competing priorities in a dynamic environment, and maintain excellent attention to detail as required;
  • Excellent written and verbal communication skills and demonstrated experience producing professional correspondence, documents, and reports;
  • Demonstrated knowledge or capacity to quickly acquire skills in Microsoft suite applications, including but not limited to Word, Outlook, and Excel
  • A valid employee Working with Children Check.

Desirable Skills and Qualifications:

  • Experience working in a student union and/or the tertiary education sector;
  • Understanding of governance structure of an incorporated not-for-profit organisation

Additional information

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 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.

Applications may be assessed as they are received. UMSU reserves the right to withdraw this position at any stage of the recruitment process. Late applications will not be accepted.