Project Officer

The Australian Electoral Commission (AEC) is currently delivering two Tier 1 investment programs – the Election Systems Modernisation Program (Indigo Program) and the Funding and Disclosure Reform Program (FAD Reform Program). Both programs seek to modernise how the AEC delivers its electoral and regulatory services and the agency’s website is a key channel for external stakeholders to engage with these services.  However, the current AEC website and associated web applications have been developed organically over many years, with a range of development methods, technologies, infrastructure and content. This results in:  External stakeholders experiencing a fragmented user experience, branding and user interfaces.  Unnecessary technical complexity leading to risks and issues related to supportability, stability and problem diagnosis.  Higher infrastructure costs, including sub-optimal use of cloud innovation and capability.  Increased operational overheads, including issues related to IT workforce planning and resource sustainability.  Challenges related to security and accessibility compliance.  To resolve these identified issues, a multi-year, multi-stream project to modernise and uplift the AEC website is proposed to be undertaken as part of the FAD Reform Program web modernisation stream of work.  The Project Support Officer supports project governance, scheduling, documentation, stakeholder engagement and reporting. They work closely with the Project Manager, Program Executive and team members across the AEC to ensure project tasks are delivered on time and in line with quality and procedural requirements.  The candidate must hold an active Baseline clearance prior to commencement. Key duties and responsibilities The role will be responsible for, but not limited to:1. Project coordination and administration  Maintain project schedules, calendars, action registers and documentation.  Support planning activities, including meeting logistics, agenda preparation and minute‑taking.  Track deliverables, follow up actions and update project registers (risks, issues, dependencies).  Support procurement and onboarding processes for contractors, including documentation collation.  2. Reporting and documentation  Prepare high‑quality written materials such as status updates, briefings, presentations and reporting inputs.  Assist in consolidating information from multiple stakeholders to support executive reporting.  Maintain version control, naming conventions and documentation standards.  3. Stakeholder support  Coordinate meetings, workshops and presentations with internal and external stakeholders.  Support the team to engage effectively with subject‑matter experts, state offices and program areas.  Manage communication channels, Teams sites, shared drives and distribution lists.  4. Quality, compliance and governance  Ensure documents, records and processes align with AEC policies and governance frameworks.  Support audit, assurance and compliance activities where required.  Maintain accurate and secure records in accordance with legislative and security obligations.  5. Team collaboration  Work as part of an integrated project team, contributing to a positive team culture.  Adapt to changing priorities, support colleagues during busy periods and proactively identify opportunities to improve processes.