Portfolio and Secretariat Specialist

Job Description:

Planning, Portfolio and Process Improvement
Located in Ōtautahi | Christchurch, Aotearoa | New Zealand

• 5 weeks annual leave +5 days university holidays
• Professional development opportunities
• Generous superannuation provisions (up to 6.75% employer contribution)
• Permanent position
• 37.5 hours per week

Āu Mahi | What You Will Do
As Portfolio and Secretariat Specialist you will lead the coordination of selected University of Canterbury(UC) management and executive-level committees. This includes:

• coordinating work programmes (including paper development and decision timelines)
• preparing agendas and reviewing papers
• taking minutes, and monitoring follow-up actions.

A second key part of the role is contributing to the central University portfolio, programme and project management (P3M) function, including:

• drafting and reviewing a range of P3M-related documents.
• contributing to improving P3M frameworks
• undertaking coaching and advisory tasks as required.

This role combines high-level coordination, governance expertise, and analytical capability to help drive the University’s strategic priorities.

Mōu | Who You Are
You are an experienced professional with extensive experience supporting executive or governance-level committees in a complex environment, and engaging with senior leaders.

You will also be able to demonstrate:

• Proven expertise in portfolio, programme and project management (P3M)
• Exceptional written skills, with the ability to produce clear, concise, high-quality papers
• Strong analytical capability and confidence working with both qualitative and quantitative information
• Excellent stakeholder engagement, influence, and relationship management skills
• A proactive, organised approach, with the ability to manage competing priorities and deadlines
• An alignment with our organisation's values and culture, promoting a positive and inclusive work environment.

Ideally, you will also have:

• Knowledge of frameworks such as PRINCE2, PMP, Agile or similar
• A relevant tertiary qualification and/or P3M certification.

Mahi Ngātahi | Who You Will Work With
The focus of the UC Planning, Portfolio and Process Improvement team is planning, monitoring and reporting on the institutional strategy, and managing the associated portfolio of projects. The team also leads government relations, funding and associated analysis and reporting; organisational process improvement; and selected special projects as requested by the Vice-Chancellor and the Executive Director of Planning, Finance and Digital Services. The Portfolio and Secretariat Specialist will work across these groups and also interact with people and teams from across the University.

Ngā Painga o UC | Why UC
At UC, being part of our team means more than just a job. We are committed to supporting our kaimahi | staff’s career and wellbeing with benefits designed to help our kaimahi grow and feel connected, supported and valued.

UC’s Benefits approach is shaped by Ngā Uara | Our Values Whanaungatanga, Tiakitanga, and Manaakitanga. They are designed to be relevant, support and inspire our people, they include:

• 5 weeks annual leave +5 days university holidays
• UC Parental Leave (up to 9 weeks paid) + 26 weeks Government paid parental leave and onsite childcare facility
• generous employer contribution to superannuation (up to 6.75%)
• flexible working arrangements
• professional development and study opportunities
• supportive working environment
• a wide range of retail discounts across shopping, entertainment and travel
• on-campus staff discounts including UC RecCentre
• living in revitalised Ōtautahi | Christchurch, Aotearoa New Zealand
• a unique working environment in a beautiful campus with access to UC facilities such as UC RecCentre and Staff Club at discounted rates plus onsite cafés and eateries, and more.

For more information, please visit us: https://www.canterbury.ac.nz/about-uc/work-at-uc/benefits-working-uc

For more information about Te Whare Wānanga o Waitaha | University of Canterbury, please visit https://www.canterbury.ac.nz/

The closing date for this position is: 26 June 2026 (midnight, NZ time)
Please note, applications will be reviewed as they are received, and interviews may take place before the close date.

Pēhea te tono mai | How You Apply

Applications for this position must be submitted via our careers website and should include a cover letter and resume.

Please note, we do not accept applications by email, however we are happy to answer your queries in relation to the application process, please forward these to [email protected]

You must have Aotearoa New Zealand or Australian citizenship/permanent residency to be considered for this role.