HEW 5 Position Title Reports to Organisational Unit Position Statement/Purpose Organisational Context and Relationships Location/Campus Research Management Systems (Support) Manager, Information Systems & Reporting Office for Research The overall purpose of the Research Management Systems Support incumbent is to provide a wide range of support for systems users and stakeholders internal and external to the University. Support will include face to face, email and telephone communications. The role will assist the Research Management System Administrator in system management, maintenance and development of data reports. Within the University the position: works closely with the Research Management System Administrator works as a part of the Research Data, Systems Management and Reporting team is managed by Research Management System Administrator The position is currently located at the Footscray Park Campus of the University. The position and incumbent may be relocated to any other existing or future University work locations where it conducts its operations. Position Number 906090 POSITION DESCRIPTION Typical Activities/Indicative Tasks Provide professional customer service to internal and external users and stakeholders of the research management systems, including face to face, email and telephone support. Responsible for the explanation and administration of regular research management systems functions and maintenance, e.g. user account management, data imports from external sources, system table maintenance. Provide a range of administrative support services such as identifying system issues, liaising with ITS or external support providers, and aiding in the resolution of issues. Assist in the development, documentation and implementation of procedures relating to research management systems support, administrative record keeping for the team, to ensure consistent processes. 1
POSITION DESCRIPTION Scope of the Role Provides research management systems support across the range of Research Portfolio functions in order to ensure the delivery of quality service to current staff and students. Update information within University databases/intranet relevant to their work area. Position must be familiar with the Office for Research rules and processes and work within those. Position must maintain a broader knowledge of the Research Portfolio functions. Work will require a level of problem solving, creativity, planning in research management systems support. Communicate and liaise with internal and external users of the systems, systems stakeholders, ITS and external support providers. Level of Supervision Operates under routine supervision/general direction from Research Management System Administrator and the Manager, Information Management Systems and Reporting. Judgement, Independence and Problem Solving Display initiative and exercise judgement in the provision of high level support. Refer decisions concerning more unusual or complex situations to an appropriate senior level. Monitor and contribute to the development and review of work area policies and procedures. Anticipate problems before they arise in their area of responsibility and act to resolve the problem. Operates within the University policies, procedures and guidelines. Required to deal with ongoing tasks independently. Resolve problems that may arise within the scope of the position. Work effectively in a changing environment that calls for resourcefulness, initiative and responsiveness to new opportunities. Responsibilities Responsible for achievement of position objectives. Responsible for quality and consistency of advice provided to staff and students. Responsible for completing work within specified timelines. Responsible for following University policies and procedures relevant to their role. Responsible for identifying issues and contributing to/implementing improvements in policies, procedures and practices in areas relevant to their role. Must comply with all University governance and relevant legislative requirements. Share VU commitment to Equity and Diversity, Health and Safety, VU Values and Behaviours and display these in the way they go about their work. Professional and Organisational Knowledge Knowledge and experience of research management systems, databases, data manipulation, MS Excel, SQL. Aptitude or ability to work with relevant University systems and databases. Awareness of quality assurance policies and procedures and other relevant legislative requirements. 2
POSITION DESCRIPTION Interpersonal Skills Well-developed interpersonal and written and oral communication skills and the ability to interact with individuals from diverse backgrounds. Ability to work co-operatively, to accomplish joint tasks and build positive working relationships. Ability to work independently. Effective client management and client support skills, including the application of initiative and problem solving skills. Ability to maintain confidentiality. Qualifications and/or Equivalence I. Completion of a degree without subsequent relevant work experience, or II. Completion of an Associate Diploma and at least 2 years subsequent relevant work experience III. Completion of a post-trades certificate or advanced certificate and extensive relevant experience as a technician, or IV. An equivalent combination of relevant experience and/or education/training A copy of the Work Area Organisational Chart is to be attached to this position description document. 3
Key Selection Criteria: Essential: 1. Knowledge or Training Equivalent to: Completion of a degree without subsequent relevant work experience; or completion of an associate diploma and at least 2 years subsequent relevant work experience; or completion of a post-trades certificate or advanced certificate and extensive relevant experience as a technician; or an equivalent combination of relevant experience and/or education/training. 2. Proficiency in aspects of data manipulation, databases, MS Excel, SQL, together with the skill base to quickly gain working knowledge of University based online systems, such as Research Master. 3. Well-developed verbal and written communication skills and the ability to maintain confidentiality. 4. Knowledge of or experience working within administrative functions of a research organisation. 5. Well-developed interpersonal skills, including the ability to interact effectively with a diverse range of staff and students in a University environment in order to meet the position objectives. 6. Demonstrated ability to work cooperatively and effectively as part of a team, together with the capability to work alone/independently and meet the position objectives. 7. Demonstrated commitment and capacity to deliver quality client/customer service. 8. Demonstrated ability in the exercise of initiative, judgement and decision making. 9. Demonstrated ability to organise and prioritise workload in a busy/demanding environment and complete competing work tasks within specified timeframes. 9. Demonstrated capacity to understand and comply with employer policy and practices in all aspects of work and conduct, including OHS and Anti-Discrimination responsibilities and complete/attend relevant training. 10. Willingness to commit to the VU Values and Behaviours : Values -Access, Excellence, Respect Behaviours - Engagement, Collegiality, Courage 4
Desirable: 1. Knowledge of or working experience within various administrative functions of a research organisation. 2. Familiarity with research management systems such as Research Master. 3. Understanding of and willingness to comply with quality assurance policies and procedures and other relevant legislative and policy requirements applicable to the University. 4. Knowledge of and previous experience in a tertiary education institution. 5. Experience using student information and/or financial management/hr reporting systems. e.g. Finance 1, Alesco, VUSISVU CONNECT/STAFF CONNECT, INFOVU. People and Culture Use Only: DATE POSITION UPDATED DATE POSITION CLASSIFIED 23/10/2013 5
Organisational Chart VU Office for Research PVC Research & Research Training Office for Research Director, Office for Research Research Data, Systems Management, Reporting & eresearch Research Funding Research Ethics and Biosafety College Research Facilitation & Development Associate Director Manager, Research Funding Senior Officers, Ethics (2 positions) Manager, Research Faciltiation & Development (4 positions) Manager, Information Systems & Reporting Senior Officers, Research Funding (3 positions) Manager, Animal Facilities & Biosafety Senior Officer, Research Faciltiation & Development (2 positions) Research Information Officer Animal Welfare Coordinator Research Management System Administrator * Research Management Systems (Support) * Denotes Position 6