Coordinator, Semester and Mobility, NCP MASS

Job Description

Coordinator, Semester and Mobility, NCP MASS

About Palladium

Palladium is a global leader in the design, development, and delivery of Positive Impact – the intentional creation of enduring social and economic value. We work with governments, businesses, and investors to solve the world's most pressing challenges. With a team of more than 2,000 employees operating in 75-plus countries and a global network of over 35,000 experts, we help improve economies, societies, and, most importantly, people's lives.

About the Program

The New Colombo Plan (NCP) is an initiative of the Australian Government which aims to lift knowledge of the Indo-Pacific in Australia by supporting Australian undergraduates to study and undertake internships in the region. Students undertake scholars hip programs, participate in Mobility projects, and on completion become alumni. About the New Colombo Plan | Australian Government Department of Foreign Affairs and Trade

Palladium is contracted by the Department of Foreign Affairs and Trade (DFAT) to manage the NCP Managed Administrative and Support Services (MASS) program which underpins the effective operation of the scholarship, mobility and alumni streams, and provides the cross-cutting functions of finance, communications, business engagement, risk management, and monitoring, evaluation and learning (MEL).

This Opportunity

The role of Coordinator, Semester and Mobility, NCP MASS, is responsible for providing effective administrative and support services for the NCP Mobility Program which provides grant funding to Australian Universities and consortia to support Australian undergraduate students’ participation mobility projects of between four weeks and semester length, in volving, internships, mentorships, practicums, and research in 40 host locations across the Indo-Pacific region. This includes supporting the establishment of a new Semester Program being introduced through the 2026 NCP Program round.

The role will focus on ensuring consistent, seamless, and high-quality experience for NCP students, university partners, host institutions and organisations, and alumni.

The position works collaboratively with other roles and teams within the NCP Mobility, Administration and Support Services (MASS), including communications, engagement, events, MEL/data management, funds management, and finance, while also ensuring effective coordination between the mobility program and the scholarships and alumni program areas. The role involves regular engagement with key NCP stakeholders such as international liaison officers, Australian universities, host organisations, and third-party providers to support program delivery and maintain stron g stakeholder relationships.

The Coordinator, Mobility carries a moderate degree of autonomy and is required to lead on mobility grants administration tasks assigned, exercise initiative in anticipating issues, and engage directly with the client when required.

This is a full-time, fixed-term position located in Adelaide, with a contract running until June 30, 2026, with the possibility of extension. The role also provides a flexible working arrangement, including the option to work remotely part of the week.

Reporting Lines and Requirements

This role reports into the Senior Manager, Semester and Mobility. Reporting requirements may include but are not limited to:

• Attendance at client and team meetings, other requested meetings with stakeholders.
• Regular (minimum of monthly) one to one meetings with your line manager on the status of personal performance, career development discussions and any other matters.
• Palladium encourages flexible work practices to enhance wellbeing, productivity and team culture. For this role, we require that employees maintain an in-office presence for the majority of their working week. For example, if an employee works five days a week, they must spend at least three days physically in the office.

Primary Duties and Responsibilities

The primary responsibilities of the Coordinator, Mobility, can be broadly described as follows:

1. Demonstrate commitment to the contract requirements and service delivery standards for the NCP MASS program.

2. Effective coordination of Mobility and Semester Project grant administration activities:

• Monitor variation requests received, input into a tracker, and under direction, process variation requests in International Student Exchange Online (ISEO) according to guidelines and designated scope permitted, and update the tracker.
• Review project completion reports, approve or reject according to requirements and under direction, and update the mobility refund tracker.
• Review statutory declarations, approve or reject according to requirements, and update the mobility refund tracker.
• Under the direction of the Senior Manager, Semester and Mobility, support the entry and monitoring and analysis of data in the ISEO system used for the NCP Mobility and NCP Semester Programs, in line with data quality standards and compliance requirements.
• Use the ISEO system reports to monitor university compliance to mobility program reporting, risk management and other requirements, and send regular reminders to institutions.
• Undertake other tasks as agreed to effectively administer and support to the Mobility and Semester programs as required

3. Effective program and funds administration support

• Administration support for the annual Mobility Program selection processes, in which MASS provides services to NCP for application, selection and award of new NCP Mobility project and NCP Semester grants funding.
• Support agreed funds management tasks relevant to the NCP Mobility and Semester Programs.
• Inputting unspent mobility and semester funding amounts into tracker for finance team to create and send unspent mobility funding invoices to universities
• Monitoring invoice payments to and from universities
• Assisting finance team with ad hoc mobility and semester queries and invoicing (new funding and refunds) when required
• Administration support for key flagship events as requested, focusing on those relevant to the mobility program such as ILO Forums, but may include, if required, assistance at other program events in the NCP calendar, in particular annual training conferences and national forums targeting scholars, alumni and university stakeholders.
• Support for promoting the Alumni Program to mobility project participants as required
• Support for other cross cutting functions as required, such as helping with the development of communications products relevant to the mobility program, supporting stakeholder engagement and providing inputs for MEL and other reports.
• Provide administration support for client and program governance meetings as required.
• Any other duties as required.

Required Skills and Competencies

• Demonstrated ability to manage a high-volume workload, including setting priorities and managing workflows, the ability to complete tasks to a high degree of accuracy and meet deadlines, and attention to detail.
• Demonstrated experience in using live online database systems and ensuring accuracy in data entry and management of records.
• Experience utilising policy, guidance and judgement, to make considered decisions on a high volume of requests, applications, submissions, or similar from external stakeholders.
• Excellent interpersonal skills, including verbal and written communication, and ability to establish and maintain positive working relationships with a range of internal and external stakeholders and a commitment to excellent service.
• Effective problem-solving skills, including the ability to gather relevant information, make decisions based on evidence and escalate issues appropriately.
• Demonstrated sound judgement and ability to work within and apply guidelines and policies appropriately, including implementing and adapting to policy changes.
• Demonstrated high level of proven competence with Microsoft Office Suite.

Core Capabilities

The role will promote and demonstrate the following core values in all activities and behaviours

• One Team Culture: collaboration, trust and inclusion fuels results and success.
• High Performance: diverse and passionate people capable of high performance and promoting a learning and growth culture
• Client focused: always aiming to meet and exceed internal and external client expectations.
• Sustainability: ensuring everything we do goes beyond compliance to ensure sustainability and ethical considerations are woven into everything we do. This aligns equity, diversity and inclusion; safeguarding; and environmental objectives.

Choose Palladium

If you are looking for an opportunity that will allow you to create a positive impact in the international education space, then this is the place for you.

If you are interested, please submit a CV and cover letter setting out your skills and experience against the above criteria via the Palladium International Careers page: (Palladium Career)

Applications close 26 September 2025. Applications will be assessed on a rolling basis. For more information about the role, please send your inquiry to NCP Recruitment: ncp.recruitment@thepalladiumgroup.com

Please note:

• We are only accepting applications from candidates with full working rights in Australia as this role is unable to be sponsored; and
• We do not accept resumes from recruitment agencies for this role.

Equity, Diversity & Inclusion - Palladium is committed to embedding equity, diversity, and inclusion into everything we do. We welcome applications from all sections of society and actively encourage diversity to drive innovation, creativity, success, and good practice. We positively welcome and seek to ensure we achieve diversity in our workforce; and that all job applicants and employees receive equal and fair treatment regardless of their background or personal characteristics. These include: (but are not limited to) socio-economic background, age, race, gender identity and expression, religion, ethnicity, sexual orientation, disability, nationality, veteran, marital or Indigenous status.

Should you require any adjustments or accommodation to be made due to a disability or you are a neurodivergent individual or for any other circumstance, please email our team at accessibility@thepalladiumgroup.com and we will be in touch to discuss.

Palladium recognizes Aboriginal and Torres Strait Islander Peoples as the Traditional Custodians of the country throughout Australia, and we pay our respects to Elders past, present, and future.

Safeguarding - We define Safeguarding as “the preventative action taken by Palladium to protect our people, clients and the communities we work with from harm”. We are committed to ensuring that all children and adults who come into contact with Palladium are treated with respect and are free from abuse. All successful candidates will be subject to an enhanced selection process including safeguarding-focused interviews and a rigorous due diligence process.