Job Description

Be challenged and imagine with us

As the HDR (Higher Degree by Research) Scholarships Coordinator you will make a significant impact by overseeing Higher Degree by Research scholarships. The position administers scholarships to support student success and equity, ensuring fair allocation and effective use of funds. Key responsibilities include overseeing application processes, collaborating with departments and industry partners, maintaining records, and promoting scholarships.

This position is responsible for the administration of internal scholarship schemes and externally funded scholarships including enquiries, advertisements, scholarship offers, scholarship deed polls and agreements, and continuous maintenance of students’ scholarships.

In this role you will:

• Play a key role in supporting research students by managing scholarship programs from application through to award and ongoing administration.
• Partner with academics, professional staff and external organisations to deliver scholarship opportunities that help attract and support outstanding researchers.
• Guide applicants, students and supervisors through scholarship processes, providing trusted advice and support.
• Coordinate scholarship selection rounds and manage scholarship offers, agreements and ongoing administration.
• Ensure scholarship records, funding information and reporting are accurate, compliant and up to date.
• Help shape and improve scholarship processes to enhance the experience of students and stakeholders.

This is a Full-time Permanent position, is at a HEW 6 and located at the Callaghan Campus (Awabakal and Worimi land).

How will you inspire us?

You will have:

• Outstanding communication and interpersonal skills including demonstrated ability to build (mainly internal) partnerships to achieve common goals and positive outcomes for the University.
• Demonstrated experience in taking ownership and driving innovation, process improvement and contributing to overall corporate operations.
• Ability to make sound decisions within your sphere of responsibility and to embrace change in response to new initiatives, strategic direction or external requirements.
• Excellent organisational skills and demonstrated attention to detail, including the ability to organise workflows to meet competing demands and ability to be adaptable with changing expectations and requirements.
• Demonstrated ability to analyse complex scenarios, work autonomously, and make informed decisions that balance ethical considerations with practical outcomes.
• Knowledge of, and experience in adhering to workplace policies and procedures in the areas of work health safety, equity, diversity and promoting a respectful workplace culture.

About our University

The University of Newcastle stands as a global leader distinguished by a commitment to equity and excellence. Our vision is to be a world-leading University for our regions and creating a better future for our regions and the globe. Underpinned by this vision are our values of excellence, equity, engagement and sustainability.

About the Unit

Graduate Research is responsible for building, shaping and implementing initiatives to facilitate delivery of a high quality Higher Degree Research (HDR) experience and develop the next generation of research leaders at the University of Newcastle; for the timely and efficient management of HDR activities within the University, including the administration of HDR candidature from application to thesis examination, compliance with relevant University and external regulatory requirements; and maintaining the highest ethical standards HDR training.

What we offer

The remuneration for this position is Higher Education Worker Level 6 + 17% superannuation and is commensurate with skills and experience.

In addition to working for a university that is breaking boundaries, discovering new ways of thinking and cementing a place as a global leader, we offer a range of benefits to our employees to ensure you balance your commitments, stay healthy and work effectively.

These include:

• 17% super and salary packaging.
• Additional University Holiday days, generous personal, life, and parental leave, annual leave loading, and additional purchased leave scheme.
• Discounts on private health insurance, gym memberships, software, travel and more.
• A range of support and wellbeing programs.

For more information on benefits and conditions, please follow this link

Your next steps

Important information before you apply:

• If viewing this on a job board other than the University's please click ‘Apply’ (or equivalent) to reach the University's website, where a copy of the Position Description can be accessed. Please download a copy from the Related Documents section before commencing your application.
• Applications for this position will only be accepted from those with Australian residency or a valid work permit.

Your application must include:

• Your resume.
• A cover letter outlining your motivation to apply for this opportunity.
• A statement addressing each of the essential criteria listed below (these may differ slightly from the Position Description).

1. Knowledge of Higher Degree by Research scholarships, grants and research funding programs, including scholarship administration and funding rules.
2. Excellent interpersonal and communication skills with demonstrated ability to build effective working relationships to achieve shared objectives.
3. Demonstrated organisational skills and attention to detail, with the ability to make sound decisions within delegated authority, manage competing priorities, and identify opportunities for business improvement.
4. Proven experience using University systems, including NUSTAR, TechOne, Microsoft Dynamics.

Please upload your Cover Letter and response to the requested Criteria as one PDF document This document should not exceed 3 pages.

We value diversity and strive to ensure that our recruitment processes are equitable, inclusive, and barrier-free. If you require an alternative pathway to view the Position Description or to submit an application, please reach out to employment@newcastle.edu.au

We also seek to provide a fair chance to all applicants by providing reasonable adjustments where required during the assessment and interview phases of the recruitment process.

Our assessment process

Typically candidates that progress beyond the shortlist stage can expect to undertake the following (minimum) assessment activities as part of the recruitment process:

• Interview (an ‘in person’ interview will be conducted as part of the process)
• Referee checks
• Pre-employment checks as appropriate to the role

Our University is committed to creating a safe, respectful, and inclusive environment for every member of our community This commitment is central to our values and our efforts to build a diverse workforce where everyone can thrive.

As part of this, and in alignment with the National Higher Education Code to Prevent and Respond to Gender-Based Violence 2025, from 1 January 2026, the University will also consider gender-based violence risk factors as part of our recruitment processes.

The completion and return of the University’s Gender-based Violence Declaration Form will form part of the pre-employment checks for this position and any offer of employment will be conditional upon review by the University.

Our adherence to the Code is about more than compliance – it’s about living our values. Together, we can ensure our University remains a place where respect, safety, and inclusion are non-negotiable.

Contact Us

For specific position enquiries, please contact Rebecca Moore, Manager, Operational Compliance and Admissions on email rebecca.moore@newcastle.edu.au

Having technical difficulties? Please reach out to us: employment@newcastle.edu.au Please note, we do not accept email applications.

Closing date: Sunday, 2 August 2026 at 11.59pm AEST

We are excited to be Looking Ahead with you

We provide opportunities for all people regardless of their background and experience, and this philosophy is reflected across all that we do.

The University of Newcastle is an equal opportunity employer committed to equity, diversity, and social inclusion. Women and Aboriginal and Torres Strait Islander candidates are particularly encouraged to apply.

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