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Administration Officer

1 month ago

Ho Chi Minh City, Vietnam RMIT University Full time

Overview:
RMIT is a global university of technology, design and enterprise. Our mission is to help shape the world through research, innovation, teaching and engagement, and to create transformative experiences for our students, getting them ready for life and work. One of Australia’s original educational institutions founded in 1887, RMIT University now has 82,000 students including 12,000 at postgraduate level.

The University enjoys an international reputation for excellence in professional and practical education, applied and innovative research, and engagement with the needs of industry and the cities in which we are located. With three campuses in Melbourne (Central Business District, Brunswick and Bundoora), two in Vietnam (Hanoi and Ho Chi Minh City) and a centre in Barcelona, Spain, RMIT is a truly global university. RMIT also offers programs through partners in Singapore, Hong Kong, mainland China, Indonesia, Sri Lanka, Belgium, Germany, Austria and The Netherlands, and enjoys research and industry partnerships on every continent.

RMIT prides itself on the strong industry links it has forged over its 129-year history. Collaboration with industry is integral to the University’s leadership in applied research and education, and to the development of highly skilled, globally focused graduates.

RMIT VIETNAM

RMIT International University Vietnam (RMIT Vietnam) is a campus of RMIT University. RMIT Vietnam is creating an innovative research, teaching and learning culture. We are committed to providing internationally recognised high-quality education and professional training for our students, clients and members of the community.

As an internationally recognised Australian university based in Asia, RMIT Vietnam assists in the development of human resources in Vietnam and the region by providing opportunities for students from around the world to belong to an international educational community that supports them to achieve their potential in an increasingly globalised world.

The Administration Officer is a member Academic Experience and Success (AE&S) team and is responsible for managing and maintaining all administration tasks in a timely and professional manner to ensure the (AE&S) team deliver quality services on time to a high standard. The L&T Administration Officer works closely with the Education Project Officer. The duties of this position include but are not limited to procurement, scheduling activities, events, travel arrangements of the (AE&S) team and administration related to L&T Online Courses (Introduction to L&T and the Graduate Certificate in Tertiary Teaching). The role is required to work closely with other functions across the University and follow up as required with internal and external stakeholders. The role contributes to effective team behaviour as per RMIT Vietnam values

KEY ACCOUNTABILITIES
- Manage administration tasks of the (AE&S) team, including but not limited to setting up meetings, being the focal point for daily administration tasks, making HR arrangements for new team members.
- Provide logistics and administrative support for (AE&S) workshops, events and any other activities.
- Process all procurement requirements of (AE&S) team in a timely manner. Process purchase requisitions and payments on RMIT’s finance and procurement platform (Workday), track budget expenditure, prepare service and sub-lease contracts and lodge timesheets as required.
- Manage the administration for Introduction to University Learning & Teaching and Graduate Certificate in Tertiary Teaching. This requires working closely with HR, academics and the Registrar’s Office.
- Periodically extract data and reports from the Student Record System (SRS) to support department activities; create new staff profiles and create teaching allocations in SRS.
- Collect L&T participation and satisfaction data and update the L&T Dashboard in a timely and accurate manner.
- Provide occasional support to the Learning Technologies team by performing routine data entry and checking of courses in the Learning Management System (Canvas). Make travel arrangements, including flight, accommodation, transportation and professional development bookings.
- Oversee yearly inventory reporting and year accruals. Also, provide assistance with yearly budget planning.
- Work with academics to process award and research grants.
- Participate in University and L&T events as required, such as Week 7, Induction Workshops and Award Ceremonies.
- Other duties as required by the Academic and Student Services team.

KEY SELECTION CRITERIA
- Bachelor's degree in business administration or relevant discipline with equivalent work experience.
- Minimum 3 years of experience in administrative systems and processes.
- Skilled in the use of Microsoft Word, Excel, Outlook, PowerPoint, Forms and SharePoint.
- Keen attention to detail and accuracy when inputting data and managing information.
- Ability to work independently with mín