Administration and Engagement Officer

Overview:
RMIT University Commitment

RMIT is committed to the rights of students and staff to be safe, respected, valued, and treated as an equal in their place of study and work. All staff are expected to share this commitment and contribute to a safer community. While carrying out their role, staff are in a position of trust with students. Staff have a duty of care to report wellbeing concerns about students through the designated channels and uphold to the code of conduct. RMIT Vietnam expects all staff members to comply with its Code of Conduct, policies and procedures, which relate to legal and regulatory requirements and our ways of working.

Why RMIT University Vietnam?

Reputation and rankings - RMIT University

RMIT Vietnam has been honoured with the respectable HR Asia Award as Top Employer To Work For in Asia. To find out more about RMIT Vietnam and our current vacancies, please visit our website:
Your role

The Administration and Engagement Officer is responsible for providing comprehensive administrative and engaged support to members of the Academic Registrar’s Group (ARG) Vietnam (“the Registrar”) in Student Administration and Student Systems. This position takes lead in managing essential administrative tasks including, but not limited to, processing monthly service payments, procuring equipment and stationery, tracking assets, and coordinating contracts to ensure compliance with university policies. The officer will also handle logistics for the Registrar’s events (e.g., graduation ceremony, scholarships award ceremony, other internal events ), as well as coordinate travel arrangements for the Registrar’s members.

The Administration and Engagement Officer also coordinates of the Registrar’s communications and engagement activities. This involves developing, editing, and publishing content on various platforms, managing updates, newsletters, and periodic reports, and ensuring effective communication with all stakeholders.

Report to: Group Administration Coordinator

Key Accountabilities

Administration- Provide comprehensive administrative support to the Registrar and the management team of the department.- Manage the monthly service payment process, ensuring timely and accurate payments.- Oversee the procurement of equipment and stationery, maintaining adequate supplies for the Registrar.- Track assets and coordinate assets stocktake to ensure accurate inventory records.- Track costs of the department and report on actual versus budgeted expenditure.- Coordinate service contracts, ensuring all agreements are up-to-date and compliant with university policies.- Coordinate travel activities including flight booking, accommodation, and transportation for members of the Registrar.- Organise logistics for various Registrar’s events, including but not limited to graduation ceremonies, scholarship award ceremonies, and internal events. Manage and process requests to IT, Property and Security teams.

Communications and Engagement- Liaise with student groups and stakeholders to enhance the publication of student and staff information relevant to the Registrar, including student and staff updates, quick guides, academic calendar, FAQs, etc., across various platforms in both written and visual formats.- Establish and maintain effective relationships with all relevant stakeholders, including students, staff, and external clients of the University. Use confidential, effective, and professional communication in all dealings with internal and external contacts.- Assist the Registrar in the marketing and communication efforts for all relevant units and its activities. Maintain online information and social media where appropriate and assist in preparing marketing materials for the activities of the department.- Ensure new employees to the department are provided with all necessary support to assimilate into the team environment.- Coordinate and support the organisation of engagement activities, such as workshops, trainings, and events, to foster a sense of collaboration among members of the Registrar.

Other responsibilities- Assist with other projects and perform secretarial and administrative duties as required.- Support other cross-function tasks in supporting the Registrar if required.

Key Selection Criteria- Bachelor's degree in business administration or relevant discipline with equivalent work experience in administration and communications.- Minimum 1 year of experience in administrative systems and processes and working with budgets.- Well-developed interpersonal skills including coordination, liaison, and communication, both written and spoken, in English and Vietnamese, across a broad range of audiences and media.- Well-developed planning, organisational, analytical, critical reasoning, and problem-solving skills.- Ability to work independently with mínimal supervision and as part of a team.- Attention to detail, accuracy, and security when managing information. Other Informat