Description

Reports to:
Division Executive Committee and board

Position Overview:
The Executive Officer / Academy Administrator is responsible for the effective administration and governance of the Australasian Division of the IAP. This role oversees financial management, executive and board support, membership management, and the administration of bursaries and scholarships. The Executive Officer ensures compliance with all statutory, constitutional, and reporting obligations, supporting the Executive Committee to operate in accordance with best governance and financial practices. Part-time (0.4 FTE)

Key Responsibilities

1. Executive and Governance Support
   • Provide secretariat and administrative support to the Executive Committee and Board.
   • Prepare meeting agendas, minutes, and action lists; monitor completion of follow-up items.
   • Maintain accurate governance and policy documentation.
   • Coordinate annual reporting and submissions to the Australian Charities and Not-for-profits Commission (ACNC).
   • Ensure compliance with the constitution, financial, and legal obligations.
   • Support board elections, policy reviews, and committee communications.
2. Financial Management
   
   • Manage weekly accounts payable and receivable.
   • Reconcile transactions and maintain financial records.
   • Provide monthly reports to the Accountant for BAS preparation.
   • Monitor and manage term deposits and cash flow.
   • Support the annual audit and prepare required documentation.
   • Assist in the preparation and submission of annual financial reports to the ACNC.
   • Maintain a high level of understanding of bookkeeping and budget management principles.
3. Membership Management
   • Administer the membership database, ensuring accuracy and confidentiality.
   • Develop and maintain online membership and renewal forms.
   • Process new membership applications, annual renewals, and batch payments.
   • Prepare and distribute periodic membership and payment reports to the Accountant and Executive.
   • Provide professional customer service and support to members.
4. Bursaries and Scholarship Administration
   • Administer bursary and scholarship programs, including advertising, application management, selection
   • coordination, and communication with successful recipients.
   • Track and report on bursary funding, compliance, and outcomes.

Key Relationships

• Executive Committee and Board Members
• Accountant and Auditor
• Members and bursary applicants
• Regulatory and reporting bodies (e.g., ACNC)
• Event Manager and administrative support staff

Requirements

Skills, Attributes, and Experience

• High-level understanding of governance and regulatory compliance within not-for-profit constitutions.
• Strong financial literacy, including bookkeeping, reconciliation, and budget management.
• High-level computer literacy, including proficiency in MS Office Suite and databases (preferably FileMaker Pro).
• Excellent written and verbal communication skills.
• Strong organisational and time management abilities.
• Ability to build and maintain productive working relationships with a wide range of stakeholders.
• Process improvement and analytical problem-solving skills.
• Dependable, reliable, and able to work autonomously with minimal supervision.
• Honest, discreet, and professional in handling confidential information.
• Eligibility to work in Australia (sponsorship not available).

Qualifications and Experience (Desirable)

• Experience in governance, finance, or association management in a not-for-profit or professional organisation.
• Familiarity with the pathology, medical, or scientific education sectors.
• Experience supporting a board or executive committee.

$30,000 + super | 0.4 FTE | Permanent part-time