Operations and Events Officer

Astronomy Australia Limited

Astronomy Australia Ltd (AAL) manages the Astronomy Program of the National Collaborative Research Infrastructure Strategy (NCRIS). AAL is a not-for-profit company whose members are Australian universities and research organisations with a significant astronomical research capability. 

Our vision is that Australian astronomy is world leading and publicly valued. Our mission is to facilitate access for Australian-based astronomers to the best research infrastructure, encourage the sharing of astronomical technical capabilities to maximise their value to the nation, and inspire Australians with these astronomical achievements. 

This position is located at the Melbourne office of AAL, on the Hawthorn campus of Swinburne University of Technology, close to public transport, approximately 6km east of Melbourne’s CBD. 

AAL offers relaxed, flexible, family-friendly work arrangements. AAL supports a hybrid working model, and staff spend the majority of their time working from home.

Position summary

The Operations and Events Officer will support AAL’s plans to increase community and stakeholder engagement for key strategic projects through a variety of targeted communications and events. The position will also assist with program activities such as organising and supporting face-to-face and online science workshops, provide quality assurance on documents and have responsibility for administrative tasks such as website updates and booking travel. 

No travel or staff supervision is required. As AAL is a small company, all members of staff are expected to spend some of their time assisting with general operations. 

Statement of duties

Event Planning

There are a number of events required to ensure the success of AAL’s strategic agenda. Working closely with the Chief Strategic Partnerships Officer (CSPO), based in Canberra, the Operations and Events Officer will assist with the administration, planning and deliverables surrounding these events, including:

• Coordinating promotional activities and serving as media liaison 

• Managing invitations and registration, responding to enquiries and actioning required tasks

• Providing logistics support including venue, catering and travel arrangements while ensuring everything runs smoothly on the day.

In addition, the Operations and Events Officer will support the program management team with the various activities required to ensure the success of science workshops and other meetings, online and face-to-face, including but not limited to: speaker liaison, arranging technical support and communication with event attendees. 

Support Communications 

Working across the organisation and externally, the Operations and Events Officer will ensure a consistent brand and assist with the delivery of AAL’s communications and stakeholder engagement strategy in response to the goals in AAL’s Annual Plan. This may include the following tasks:

• Assist the Communications Manager to ensure high quality communications with AAL member institutions and their astronomers 

• Assist with the production of knowledge translation outputs (case studies, success stories), newsletters and other promotional material 

• Provide quality assurance on documents, such as policies and reports to government 

• Assist in managing digital platforms such as the website content management system and AAL’s social media presence.

General Administration 

To assist the Director of Administration with the smooth operation of AAL’s offices, the Operations and Events Officer will be called on from time to time to arrange and compile documentation for meetings, book travel or provide cover for ad hoc simple operational tasks. 

Experience and qualifications required

The successful candidate will require the essential skills, experience and qualifications below:

Essential

1. Experience delivering successful events in a digital and face-to-face environment. 

2. Experience co-ordinating communications dealing with scientific concepts or technical projects. 

3. Ability to synthesise material from multiple sources and produce communications suitable for any of AAL’s target audiences. 

4. Ability to manage event budgets, expenses and vendor relationships. 

5. A high standard of written and oral communication skills. 

6. Ability to work collaboratively and flexibly, in a team and independently.

7. Ability to develop relationships with and influence a range of stakeholders. 

8. Ability to organise and prioritise multiple tasks, and work with interruptions. 

9. Ability to anticipate issues and confidence in recommending solutions that result in effective outcomes. 

10. An excellent eye for detail which ensures minimal errors and the maintenance of high standards of quality. 

11. Considerable skills and experience using Microsoft Office products, particularly Word. 

12. Bachelor’s degree.

To excel in the role, a candidate will need to draw on relevant job experience as listed below.

Desirable experience

1. Experience supporting a communications and/or marketing team within a small not-for-profit environment. 

2. Experience using multiple channels, including social media, for corporate communications. 

3. Media liaison experience. 

4. Proficiency in programs such as WordPress, Adobe Suite, Photoshop and InDesign.