Programs Officer

Department/Team: Programs

Reports to: Senior Programs Officer

Role Status: Ongoing

Role Type: Full time

Location: Canberra

Role Classification: Level 6 (1) – $107,035 package including up to 17% superannuation

About the Academy

The Australian Academy of Science is a national learned academy of distinguished Australian scientists, championing science for the benefit of all. The Academy is an independent, non-government, not-for-profit organisation delivering sought after science advice that influences Australia’s actions and contributes to global science.

The Academy strives to advance Australia as a nation that embraces scientific knowledge and whose people enjoy the benefits of science.

The Academy’s offices are located in Canberra in the ACT, operating out of two iconic heritage listed buildings, the Shine Dome and Ian Potter House in the centre of the city.

We acknowledge and pay respect to the Traditional Owners of the lands on which the Academy Fellows and employees live and work, and to their elders, past and present.

Our culture

The Academy reflects organisational values that earn and sustain trust. The Academy is independent, non-partisan and ethical; acts with integrity, honesty, and transparency; supports diversity and inclusion and is respectful of sources of knowledge, such as those of First Nations people.

We offer a safe, flexible and inclusive work environment and strive to create an environment that connects, respects and values staff, investing in them to nurture and develop them as professionals.

The position

The Australian Academy of Science is looking for a proactive and detail-oriented Programs Officer to support the delivery of various prestigious programs as part of the Academy’s Program Delivery Unit.

As the Programs Officer, you will play a critical role in managing programs - from initial design through to application, delivery, compliance, and evaluation. Reporting to and supported by the Senior Programs Officer, you’ll oversee program and grant rounds, support grantees, manage contracts and budgets, and help promote program impact through events and communications.

This is a unique opportunity to join a values-driven organisation committed to excellence, inclusion, and integrity in science.

Roles and responsibilities

Reporting to the Senior Programs Officer: 

• Design and deliver program materials; manage application lifecycles; coordinate expert reviews; support recipients with payments, logistics, and reporting; and maintain grants systems and databases.
• Track reporting obligations; ensure timely, impact-focused reports; monitor grant compliance; maintain financial records; and prepare governance documentation.
• Build strong stakeholder relationships; develop communication materials; draft content for newsletters and social media; and support events and launches.
• Develop and update Standard Operating Procedures; contribute to continuous improvement initiatives and cross-functional projects.
• Collaborate across teams; uphold organisational values; support a positive team culture; and contribute to diversity, wellbeing, and safety initiatives.
• Provide general support across programs and projects as needed, ensuring smooth and compliant delivery of all activities.

Qualifications and experience

• Relevant tertiary qualifications or equivalent experience/training.
• A minimum 2 years’ experience coordinating projects and/or programs.

Selection criteria

• Demonstrated experience in program and grant management, including the development of program materials, coordination of application processes, and support for grant recipients through payment, logistics, and reporting activities.
• Proficiency with administering a grant administration system, such as Good Grants and/or SmartyGrants, and a CRM, such as SalesForce, will be highly desirable.
• Ability to work autonomously and exercise significant initiative and judgement, while working collaboratively within a complex organisational environment.
• Capacity to manage competing priorities, meet deadlines, and maintain accuracy and attention to detail in a fast-paced environment.
• Strong reporting and compliance skills, with the ability to track and monitor reporting obligations, ensure adherence to grant agreements, and prepare accurate financial and governance documentation.
• Excellent communication and stakeholder engagement abilities, including experience building professional relationships, preparing communication materials, and supporting events and promotional activities.
• Proven ability to liaise with relevant internal and external stakeholders and build constructive and effective relationships.
• Proven ability to prepare, monitor and track budgets and reporting obligations against individual grant funding agreements and the overall program.
• Demonstrate commitment to improving and promoting workplace diversity, safety and supporting employee wellbeing, including strategies to facilitate appropriate flexibility and work–life balance.
• Proven ability to contribute to a cross-functional team across multiple locations, contribute to a supportive work climate, and deliver results as a team.
• Commitment to workplace diversity and inclusivity, workplace participation, health and safety, and equity principles.

Contact details

Further information on the position is available from Alix Keyes, Senior Program Officer at hr@science.org.au.

Applications

If this sounds like a great fit for you, please apply including:

• your resume
• a cover letter outlining how you believe your skills and experience would be a good fit for the role (max 2 pages).

Apply via our HR Management system.

Applications close 5pm AEDT Tuesday 7 October 2025.

To be eligible to apply for this role you must be legally permitted to work in Australia. The Australian Academy of Science values social and cultural diversity. We encourage applications from Aboriginal and Torres Strait Islander people; people with culturally and linguistically diverse backgrounds; people who identify as LGBTIQ+; and people with disability. The Academy is committed to the principles of equal employment opportunity and the provision of a safe and healthy work environment. The Academy supports and promotes flexible work practices.