Job Description
A. Department Seminars
• Manage the logistical matters related to online and/or physical department seminars, and events.
1. update the seminar list
2. booking of hotel accommodation for the speakers, when invited speaker to visit the department in person
3. booking of seminar venue and prepare office room, if invited speaker to visit the department in person
4. follow up with the speakers for the seminar arrangement, these include seminar papers, online meeting schedule based on different time zone.
5. Set up the online seminars and the online 1-on-1 meetings via Zoom
6. send out seminar announcement, and follow up with the payment (if any) etc.
B. Admin Support to Campus Visit and Scholar Visitor
Campus Visit
• Manage the recruitment process for academic and contingent staff.
o Handle logistical arrangements for recruitment trip:
1. interview schedule
2. Co-ordinate with HRP for the clearance of the selected job candidate, eg. PPF, PDPA, VISA application etc.
3. set-up online job talks and online meetings
4. send out the job talk announcement
5. reimbursement etc.
Visiting Scholar
• Manage and facilitate the application for foreign visiting scholars.
• Co-ordinate with HRP on TEP application.
• Apply access card for visitors, this includes the application of library access when requested.
C. Finance and Procurement Matters
Finance
• Follow-up on payment after delivery is completed. This includes office supplies purchase, fixed assets purchase, honorarium payment for the invited speakers, payment for campus visit selected candidates.
• Assist with the academic staff on their inquiry about the payment
• Check with Finance BP (Finance or Research) about the fund availability in relevant WBS, before raising the purchase order in Procurement system.
Procurement
• Assist academic staff members for purchasing computer or accessories, and other small value purchases, according to procurement procedures and policies.
• Purchase office and stationery supplies, includes pantry items, stationery, copier papers, toners etc.
• Assist staff members for raising QAA & e-AORs, such as ITQ, DC etc, according to procurement procedures and policies.
D. Webmaster - WordPress
• Edit, maintain and update the department's website contents.
E. Support for Graduate Programmes
• Provide administrative support for the graduate coursework and research programmes (including the Master of Economics self-financing programme).
Other ad hoc duties as assigned
• Campus directory system – maintain list of staff
• BOSS system for phone numbers – request, update, remove users
• Assist with University or Department events/activities as assigned, e.g., receive of couriers or parcels, exam duties and other ad hoc duties assigned
The role offers opportunities for job rotation, enabling the incumbent too gain exposure to various areas of education administration and supporting long-term career development.
Qualifications
At least a Bachelor's Degree, Post Graduate Diploma, Professional Degree, Human Resource Management, Business Studies/Administration/Management or equivalent.
Fresh graduates are encouraged to apply.
1 - 3 years of working experience in the administrative support field.
Proficient in Microsoft Office and familiar with work pass application.
Team player with excellent communication and interpersonal skill.
Independent and able to multi-task.
Strong organizational and time-management abilities.
Strong ethics and reliability.
