Program Administrator, Portfolio Operations

• ​​Full-time​, ​Continuing position​ 

• HEW 6 + 17% Superannuation and Flexible Working Arrangements 

• Based at the ​Melbourne CBD​ campus, ​and hybrid ways of working​ 

About You 

 
The Program Administrator provides administrative and operational support to the Operations Portfolio. The role supports Program Managers and Project Managers and works closely with Program Coordinators to ensure effective execution of governance, financial, logistical and documentation activities. The Program Administrator is a portfolio and program delivery support role that assists delivery teams across approved programs within the Operations Portfolio. 

The role provides administrative and coordination support for portfolio governance activities, program and project forums, resource onboarding and offboarding, and financial administration including purchase order and invoice processing. The role supports delivery activities across Currency, Capability, Cybersecurity and Digital Research Infrastructure programs and works closely with the Program Coordinator to support governance and delivery assurance activities. 

The role also assists the Program Coordinator with governance tasks where required. 

Key Accountabilities 

• Provide secretariat support for portfolio, program and project governance forums, including scheduling meetings, preparing agendas, drafting minutes and tracking action items. 

• Maintain and manage program and project documentation, repositories and version control to ensure accurate and organised record keeping. 

• Support procurement and purchasing processes, including raising purchase orders, tracking purchase order status and liaising with procurement or finance teams as required. 

• Process vendor invoices and payment requests, track invoice progress and coordinate with finance to resolve issues. 

• Support onboarding and offboarding of team members, including equipment coordination, access provisioning, induction logistics and record setup. 

• Manage scheduling, room bookings, logistics and other arrangements for implementation or project activities. 

• Assist program and project teams with resource tracking, timesheets, vendor timesheets, contractor administration and contract documentation. 

• Update and maintain basic financial and resource trackers under guidance, including expenditure logs, budget trackers and vendor payment schedules. 

• Support the Program Coordinator with governance support tasks such as preparing data for reviews, maintaining RAID logs, updating project trackers and supporting the preparation of governance artefacts. 

• Facilitate communication between project staff, vendors, stakeholders and support teams to ensure administrative needs are met. 

• Provide general administrative support to the Operations Portfolio, including record archiving, correspondence tracking and other office support activities. 

Key Selection Criteria 

Technical and Professional 

• At least 1 to 2 years of experience in Project/Program administrative support, coordination or support roles. 

• Strong organisational skills with the ability to manage multiple tasks, prioritise work, meet deadlines and maintain accuracy. 

• Good written and verbal communication skills. 

• Proficiency in Microsoft Office. 

• Ability to handle financial documentation, invoices, purchase orders and vendor-related processes. 

• Ability to follow procedures, maintain records and support compliance with PMO standards. 

• Strong understanding of project management frameworks such as PRINCE2, PMBOK or equivalent, or the ability to rapidly acquire this knowledge. 

• Experience with delivery tools such as Jira, Confluence or Smartsheet is desirable. 

Behavioural 

• Ability to work collaboratively, maintain confidentiality and support a governance-focused environment. 

• Willingness to learn and build capability in governance, PMO processes and project management best practice. 

• Demonstrated interest in progressing toward Program Coordinator or Project Coordinator roles. 

• Ability to engage constructively with stakeholders, vendors and support teams. 

Sector and Context 

• Understanding of higher education operating environments is desirable. 

• Experience contributing to continuous improvement or process uplift initiatives is advantageous. 

• Experience supporting stage gate or assurance reviews is desirable, but not essential for initial appointment. 

Qualifications 

• Relevant tertiary qualification and administrative qualification. 

• Any certification or experience in project management & support, office administration or finance support. 

Please Note: Appointment to this position is subject to passing a Working with Children and National Police Check. 

About the ​Portfolio​ 

The Operations Portfolio enables integrated, enterprise-wide delivery to support high quality student and staff experiences. The Portfolio brings together key operational and enabling functions including Enabling Services Reform, Enterprise Projects and Business Performance, Legal Services, Finance, Procurement, Data and Analytics, Information and Technology Services, Health Safety and Risk, Property Services, and the Office of the Chief Operating Officer. 

The Portfolio houses significant delivery and operational capabilities across the staff and student journeys and plays a critical role in bringing the RMIT strategy to life across the globe. Each function supports the University’s global operations both directly and through its controlled entities. 

  
The Information Technology Services (ITS) function provides RMIT University with current and emerging  
Technology systems and services. Our vision of “unleashing technologies to enable great experiences for  
RMIT communities” supports a proactive and leading-edge technology ecosystem, mindset and delivery  
empowering the advancement of the University’s commitment to advancing Lifelong Learners. 

To Apply 

Please submit your CV and covering letter addressing ​your suitability​ for this position by clicking on the ‘Apply’ link at the top of this page.  

For further information about this position, please see the Position Description hyperlinked below or contact Marcus Logan via email marcus.logan@rmit.edu.au . 

Position Description  

Please note, if you are viewing this advert from an external site, please click ‘apply’ and you will be redirected to RMIT's Jobs website to access the Position Description at the bottom of the page. Due to recent upgrades, position description links may not work on LinkedIn advertisements.    

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Applications Close:
6 Feb 2026 11.59 pm

RMIT is an equal opportunity employer committed to  being  a child safe organisation. We are dedicated to attracting, retaining and developing our people regardless of gender identity, ethnicity, sexual orientation, disability and age. Applications are encouraged from all sectors of the community and we strongly encourage applications from the Aboriginal and/or Torres Strait Isla n der community.  

At RMIT, we are committed to supporting adjustments throughout the recruitment and selection process, as well as during employment. We actively support and encourage people with disability to apply to RMIT (including alternate formats of application forms) . To discuss adjustment requirements, please contact Dani, v ia talentsupport@rmit.edu.au or visit our Careers page for more contact information - https://www.rmit.edu.au/careers .

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