Administrative Assistant _ Academic Affairs

Reports to: Chief Academic Officer
Deadline: Open until filled
Date Posted: October 4, 2018
Employment Type: Full-time
Number of recruits: 1 (one)

Scope of Work

The Administrative Assistant for Academic Affairs will provide administrative support to the faculty of Fulbright University Vietnam in their day-to-day activities at University for both undergraduate and graduate programs. The position will be expected to report directly to the Chief Academic Officer.

Roles and Responsibilities
The Administrative Assistant’s duties and responsibilities include:
Execute general administrative tasks
• Serve as a public contact for the Undergraduate program and answer general enquiries from faculty members, students and other departments regarding the program.
• Assist to schedule faculty meetings, prepare materials, take and distribute minutes.
• Prepare needed academic materials (print, scan, copy, etc.).
• Liaise with course coordinators and fellow administrators in sending information to students.
• Provide administrative support to the faculty.

Perform academic affairs support
• Deal with the registration of students for courses or academic activities. Alert faculty of problems in this area.
• Prepare attendance rolls, and track students’ attendance when needed.
• Coordinate students’ leave request in compliance with the Undergraduate program’s procedures.
• Support faculty by forwarding translation requests to Translation team.
• Distribute course materials.
• 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, admissions, and graduations.

Assist with overflow work for Chief Academic Officer

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:
• Bachelor Degree in any discipline

Experience:
• 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
• 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
• Proficiency in MS Office Applications

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 October 22, 2018 for fullest consideration. Only short-listed applicants will be contacted for further process.

- Salary will be commensurate with qualifications and experience
- Social insurance, health insurance, unemployment insurance according to Labor Laws
- Good chance to study and develop career path stably

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