Academic Affairs Associate

Reports to: Dean of Undergraduate Programs
Deadline: Open until filled
Date Posted: November 11, 2019
Employment Type: Full-time
Number of recruits: 1 (one)

Scope of Work

The Academic Affairs Associate, with the support of other Academic Support Assistants, will provide administrative support to the faculty of Fulbright University Vietnam in their day-to-day activities at University for both undergraduate programs. The position will be expected to report to the Dean of Undergraduate Programs.

Roles and Responsibilities

The position’s duties and responsibilities include:
* Support on budgeting and financial processes
• Assist the Dean of Undergraduate Programs with budget tracking, and follow up with academic financial processes –– including purchasing, reimbursement, and other coordination of non-individual expenses
• Provide support for the academic team on the procurement of equipment and infrastructure
* Oversee general administrative tasks
• Oversee the general administrative tasks and supervise other Academic Support Assistants to support the Undergraduate program
• Serve as the overall academic administrative contact in liaison with fundraising team, the Center for Entrepreneurship and Innovation (CEI), facilities and other department
• Support with the management of institutional memberships
• Serve as a public contact for the Undergraduate program and answer general enquiries from faculty members, students and other departments regarding the program
• Work with other team members to help schedule faculty meetings, scheduling, room arrangements, prepare materials, take and distribute minutes
• Prepare needed academic materials (print, scan, copy, etc.) and provide support in management of program document and files
• Provide administrative support to the faculty

 Perform academic affairs support
• Oversee and support the Academic Support Staff members in providing support for courses or academic activities, including field trips, experiential learning, course material production and distribution, or equipment management. Alert faculty of problems in this area
• Oversee and support the Academic Support Staff members in assisting faculty and staff with operations, management and coordination among Wellness, Learning Support, Sandbox functions
• Support faculty by forwarding translation requests to Translation team.
• Collate feedback from students, faculty, alumni and other stakeholders to pass on to relevant persons at the University.

 Support on organizing academic events
• Coordinate with other departments to organize academic events by preparing and distributing invitations, and tracking participants’ confirmation, and other relevant activities
• Support other departments for major Fulbright events including interviews, workshops, conferences, seminars, admissions, and graduations.

 Assist with overflow work for Dean of Undergraduate Programs

Other duties

Contribute to team effort by welcoming new and different work requirements; explore new opportunities to enhance the services of the department; help others accomplish related job results as and where needed.

Education and experience
• Bachelor’s degree in any discipline
• 1-3 years of working experience at a similar position for a multinational organization.
Knowledge, Skills and Abilities
• Excellent verbal and written communication skills in both English and Vietnamese
• Proficiency in Microsoft Office Applications
• Excellent organizational capability and time management skills, highly organized multitasker who works well in a fast-paced environment
• High sense of customer service and interpersonal skills, including tact, discretion, empathy, and cooperation
• Ability to control emotions and remain calm at all time
• A keen understanding of the duties and competencies of different roles
• Positive contribution to the team and willing to take various tasks as required
• Willingness to problem-solve and propose more effective procedures and protocols for improving academic operations.

How to Apply

Please email a cover letter explaining your interest in the position and resume via VietnamWorks. The position will remain open until filled. Applications must be received by November 25, 2019 for fullest consideration. Only short-listed applicants will be contacted for further process.

- Competitive salary and high-end insurance schemes
- A dynamic, innovative and professional working environment where English is our functional language
- Excellent opportunities to attend workshops, seminars, and public talks organized by the university

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