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Academic Administration Officer

3 months ago

Ho Chi Minh City, Ho Chi Minh, Vietnam RMIT VN Full time

Overview:

  • RMIT Vietnam
, an entity of RMIT University, has campuses in Ho Chi Minh City and Hanoi 2001. We provide internationally recognised, high-quality, education and professional training for students, clients and the community, and assist in the development of human resources capability in Vietnam and the region by hosting students from Australia and many other countries.

  • Your role
  • The Academic Administration Officer provides administrative support to the Program Managers, Course Coordinators and academic staff within their allocated department or business unit, including but not restricted to: administrative and secretarial support for meetings (including meeting scheduling, minuting and circulation of meeting documents), Program Manager calendar management, student engagement activities and departmental events, staff travel, leave, recruitment, and staff induction. The Academic Administration Officer provides reports to the School Manager and Senior Academic Administration Officer as requested.
  • Contribute to the development and management of SCD Committees through attending Committee meetings, preparing agendas and minutes, providing advice and recommendations related to administrative processes and procedures and support committee recruitment processes.
  • Provide administrative support to relevant stakeholders including, but not limited to, managing program assessment board and atrisk students, organizing and supporting the Student-Staff Consultative Committee, teaching and timetabling allocations, course assessment processes, changes to grades processes, student feedback and complaints.
  • Assist in coordinating, organising and running internal and external events through arrangement of logistics, catering, marketing and invitations for department and School wide events including, but not limited to: guest lectures, intensive study courses, student company visits, corporate trainings, international visitors, Academic staff visits to schools, and industry engagement events. Manage all SCD assets including but not limited to computers, printers, multifunctional device (MFD), laptops, tablets, AV equipment. The management includes asset reports, transfer, disposal, purchase of replacement and new additional items, and maintenance services.
  • Regularly manage departmental projects including coordinating and planning the project, recruiting staff and student volunteers, managing budgetary requirements, reporting the project status to management and documenting project activities.
  • Schoolwide marketing related activities support including: Monitoring and updating intranet (and other marketing channels (i.e. Facebook)) content related to courses, programs, department information and providing bilingual coordination with Communications and Marketing Department to deliver program information on RMIT website.
  • Prepare all necessary documents for staff recruitment including, but not limited to: job description, CVs for Program Manager to review and interview. Prepare and process HR related documents for hiring new staff, reappointment, reclassification, workload variation, etc.
  • Assistance to

Hanoi Campus:
Liaise with Hanoi Administrative Staff regarding documentation approval to ensure a smooth operation between RMIT HN and SGS. Professional Development: undertake Professional Development training and activities as outlined in individual Work Plans, or as directed by the School Manager. Coaching new admin staff to ensure the staff receive appropriate induction and knowledge to perform their tasks efficiently and in accordance with RMIT policies and procedures. Other duties as requested by the School Manager and the Senior Academic Administration Officer.
Key selection criteria- A relevant Bachelor degree with significant relevant experience in an administration role.- Excellent communication skills, both written and oral, communicating with precision in relation to regulatory matters but with sensitivity to the need for clear and unambiguous communication with students.- Demonstrated computer proficiency in programs such Microsoft Word, Excel and Google Docs to intermediate level.- Well-developed interpersonal skills, including negotiation, liaison, and cross-cultural communication; the ability to convey complex information, ideas and concepts clearly and efficiently to a variety of different audiences.- Demonstrated ability to work independently and as part of a team.- Demonstrated organisational skills, including time management and ability to prioritise and manage a range of tasks pro-actively.- Demonstrated skills in database management and record keeping. Ability to display appropriate behaviours in line with the position, as per the RMIT Behavioural Capability Framework (Connectedness, Commitment to Excellence - Improve and Simplify, Imagination and Innovation, Impact, Inclusion, Agility).

English Proficiency- The minimum requirement is IELTS with a score of at least 5.5