Administration

Administration

Meet the Professional Team

 
Martina Stiemer
Department Manager
12WW 317
martina.stiemer@mq.edu.au
(02) 9850 8426
 Phil Dartnell
Administrator Academic
12WW 318
philip.dartnell@mq.edu.au
(02) 9850 8373

Fiona Yang
Administrator Academic
12WW 318
fiona.yang@mq.edu.au
(02) 9850 8373
 Amit Shrestha
Administrator Finance/ Staff
12WW 318
amit.shrestha@mq.edu.au
(02) 9850 4521
 Jenny Fang
Administrator and Outreach Coordinator
12WW 318
jenny.fang@mq.edu.au
(02) 9850 8382
 Aida Pujol
Administrative Assistant
12WW 318
aida.pujol@mq.edu.au
(02) 9850 7981

Who Can I Speak to...

Office Administration

TaskWho to Contact
Catering for meetingsAida Pujol / Jenny Fang
General enquiriesAida Pujol
MailAida Pujol
CourierAida Pujol
StationeryAida Pujol
Absence on Duty Management (AOD)Aida Pujol
TravelAida Pujol
Conference Registration, Accommodation, FlightsAida Pujol
Door SignageAida Pujol
Email GroupsAida Pujol
L&T Committee SupportFiona Yang
HDR Committee SupportFiona Yang
Outreach Committee SupportJenny Fang

Head of Department

TaskWho to Contact
Diary ManagementJenny Fang
Email ManagementJenny Fang

Undergraduate Support

TaskWho to Contact
Student EnquiriesFiona Yang
Academic AdvisingFiona Yang
Grade ChangesFiona Yang
WaiversFiona Yang
Special ConsiderationFiona Yang

HDR Support (PhD and MRes)

TaskWho to Contact
HDR Support and ManagementFiona Yang
HDR InductionsFiona Yang
Thesis RegisterFiona Yang
Candidature AdministrationFiona Yang
PGRFFiona Yang
HDR Space ManagementFiona Yang
HDR Committee SupportFiona Yang
Awards/ ScholarshipsFiona Yang
HDR BudgetsAmit Shrestha
HDR AODAida Pujol
HDR Travel Aida Pujol
Conference Registration, Accommodation, FlightsAida Pujol

Learning and Teaching

TaskWho to Contact
Convenor SupportFiona Yang
Class ListsFiona Yang
Class ManagementFiona Yang
TimetablingFiona Yang
Tutor AllocationFiona Yang
Tutor FeedbackFiona Yang
iLearn SupportFiona Yang
Awards/ ScholarshipsFiona Yang
Academic SupportFiona Yang
L&T Committee SupportFiona Yang
HDR Committee SupportFiona Yang

Human Resources

TaskWho to Contact
Casual HR AppointmentsFiona Yang
Fixed Term AppointmentsAmit Shrestha
Continuing AppointmentsAmit Shrestha
HonorariesFiona Yang
Visiting ScholarsFiona Yang

Finance

TaskWho to Contact
Financial EnquiriesAmit Shrestha
Financial ReportsAmit Shrestha
JournalsAmit Shrestha
One-off PaymentsAmit Shrestha
BudgetingAmit Shrestha
ForecastingAmit Shrestha
High-Level Expenditure AnalysisAmit Shrestha
Project Accounts ReportingAmit Shrestha
Project Accounts ManagementAmit Shrestha
Concur/ Credit CardsAmit Shrestha
NOPFs (reimbursements, per diem, substantiation)Aida Pujol

Purchasing

TaskWho to Contact
PurchasesAmit Shrestha
Sundry DebtorsAmit Shrestha
InvoicesAmit Shrestha
StationeryAida Pujol

Outreach/ Marketing

TaskWho to Contact
Department NewsletterJenny Fang
Social MediaJenny Fang
WebsiteJenny Fang
Outreach Committee SupportJenny Fang
InternshipsJenny Fang
Outreach ActivitiesJenny Fang
Marketing CollateralJenny Fang
Department ConferencesJenny Fang
Large MeetingsJenny Fang
EventsJenny Fang

Finance:

Purchases and Invoices

All invoices need a Purchase Order (PO) for them to be processed.  Before making a purchase, ensure a PO is completed before the supplier issues an invoice - the invoice should include the PO number. Macquarie University terms of payment is 30days from the date of the invoice - no exceptions.

Purchase Requisition Form

To ensure smooth processing, make sure to include: the account number that you're using to pay for the purchase, suppliers name, suppliers email address, account holder approval, name of the requestor, description of what you want to buy.

To allow for processing periods (especially in peak periods), please fill in the form and provide it to Amit as soon as possible - preferably a month in advance.

Click here to view the Purchase Order Policy.

Reimbursements/ Substantiation/ Per Diem/ Advance

For reimbursements, substantiations, per diems and advances you will need to complete a Non-Order Payment Form (NOPF) and submit the completed form with original receipts to the professional staff.

Non-Order Payment Form (NOPF Excel 2010+)

Statutory Declaration - for purchases without a valid Receipt.

Accounts

New accounts are established centrally - contact Amit if you need one set up. Research project accounts are normally established by the Research Office and the account holders advised of the number. If you are the owner of a project account, Amit will send you a report once a month with the balance of your account/s. Please ensure you are across expenditure and income and raise issues early with Amit.

If you have an account, you should have access to the Foresight system where you can check the balance of your account. If you have any questions related to the account please contact Amit who will be able to assist.

HDR Students

If you are a Higher Degree Research (HDR) student and you require support and/or information, there are a few places you can go to:

If you need to check the balance of your HDR account ask Amit.

We can recommend talking to your Supervisor if you are unsure of something or have questions. You can also come and talk to the professional team, or contact the HDR office at any time (hdrscience@mq.edu.au).

Make sure to bookmark the HDR website: https://www.mq.edu.au/research/phd-and-research-degrees/

For MRes-specific information, you can go to the MRes FAQ's page here.

If you need a signature for the Head of Department (HoD) and/or the Department Manager (DM), all you need to do is bring the hard copy form to Phil and he will organise this for you.

New HDR Students

If you're a new Higher Degree Research (HDR) student starting in the Department, there are a few things you need to get organised.

Your HDR Account

Once you receive your MQ ID, send Amit an email with the below details in order to get your account set up:

  • Full Name
  • MQ ID Number
  • Official Start and End Date
  • Supervisor's Name

It's important that you do this as soon as possible after starting. Depending on volume, the processing period for new accounts can be up to 4 weeks.

Desk Space, Building Access and General Administration

New HDR students need to be allocated a desk by Fiona. Please do not sit at a desk without having a discussion with Fiona and obtaining a nameplate. Just come by the professional staff office

Once you have received your campus card, come and see Fional - she will apply for appropriate building access for you.

HDR Supervisors

If you have a new HDR student starting, you must let Fiona know ASAP so he can prepare for their arrival, including arranging desk space where needed. Students need to be allocated a desk by Fiona - it's important that students do not sit at a desk without a nameplate and previous discussion with Fiona.

New HDR students will need to get their HDR account set up. This is not an automatic process - students need to email Amit with their full name, MQ ID, start and end date as well as their supervisor's name for processing. As processing times for new accounts can take up to 4 weeks (depending on volume), it's important that they send the information to Amit as soon as possiblle.

Academic Administration

Casual Academic and Casual Professional Appointments

Information on casual academic and professional appointments can be found on the HR page of this intranet.

Honorary Applications and Renewals

For Renewals: the person who wants their honorary position to be renewed will need to submit a 2 page document. 1 page is to be on their contributions to date, and the other page is to be on their predicted contributions to the Department for the next 12 months.

For Appointments: Click here to download the honorary appointment form. If there is an entry VISA involved, please plan for approximately 4 months for VISA processing times.

Visiting Scholar Applications

Click here to download the visiting scholar application form.

Volunteer Work Application Form

Click here to download the volunteer work application form.

Exam/ Assignment Collection

When it comes time to collect exams and/or assignments, Fiona will contact you with instructions on what to do.

Grade Entry/ Grade Change

Fiona takes care of grade entries - if you are looking to change a grade for a student, just let Fiona know the new grade and mark

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