Scholar & Event Coordinator

Objective & scope of role
The objective is to help people who are passionate about careers in trade to realize their full potential through a scholarship-based pathway of Aspire, Learn, Grow and Lead which is designed to enable them to become Global Trade Leaders.
The incumbent will work closely with Hinrich Foundation’s Trade Leadership Development team, scholars, employers, universities and other stakeholders to ensure we achieve our goals efficiently and cost-effectively.
Key responsibilities will be to coordinate all activities related to scholarship management, including marketing communication together with marketing executive, recruitment, tracking, monitoring, evaluation and reporting, as well as effective event management, ranging from scholar recruitment and welcome events to teambuilding and professional development workshops. The incumbent will proactively liaise with universities, and relevant internal and external stakeholders to seamlessly manage all aspects of program implementation.

Duties & responsibilities
1) Scholarship recruitment, onboarding, engagement & transition
- Serve as primary point of contact for all scholar-related processes and communications
- Consolidate scholarship applications and support the Trade Leadership Development team in scholar evaluation & selection
- Work with universities and other stakeholders to ensure scholar’s smooth transition through the program lifecycle by:
a. Providing support on scholar onboarding and scholarship requirements
b. Facilitating interaction between scholars, universities, partners and members of the Hinrich Foundation Alumni Association (HFAA)
c. Ensuring value of the HFAA is clearly understood by scholars and implement smooth transition process for graduates into the HFAA
- Work with the Foundation’s accounting department to insure the accuracy and timeliness of scholarship payments
- Facilitate and oversee the effective management of the RMIT Master of Global Trade Scholar Advisory Committee for best scholar engagement and program development

2) Scholarship program marketing & communication
- Provide proactive support in planning, developing, producing, and delivering marketing and communications materials for flyers, website and social media
- Facilitate gathering of information for scholar-related content for monthly newsletters, website blog, testimonials and social media
- Supervise and direct the workflow of marketing and communication between scholars and stakeholders by facilitating internal communication and managing external communications
- With Marketing Executive, prepare written materials including marketing copy, business communications, reports, presentations and remarks, among others
- Analyze marketing and communications programs and make recommendations to adjust strategy and tactics to increase effectiveness

3) Event management & coordination
- Prepare project briefs for events, training, and other scholar-related activities including but not limited to recruitment, professional development training, networking and factory visits
- Serve as liaison with vendors on event-related matters
- Coordinate on-site arrangements for all meetings and events; Assist with negotiations for space contracts, bookings, food and beverage arrangements, ordering supplies and ensuring appropriate décor
- Monitor event finances, including payment requests, invoicing and reporting
- Prepare post-event reports and advise stakeholders of next steps
- Propose new ideas to improve events, planning and implementation

4) Program tracking, monitoring, evaluation & reporting
- Maintain and update accurate program records with carefully structured databases to ensure thorough program evaluation including, but not limited to, directories, scholar tracking and scholarship commitments, program management timeline, budget and dashboard, etc …
- Track and monitor scholar’s study progress by collecting and consolidating scholar documents, including scholar profiles, study load & timetable, term reports, etc …
- Monitor and evaluate scholar’s performance and prepare scholar reports including: Consolidated term reports and scholar issues or concerns
- Support in the evaluation of scholarship program on an annual basis
- Ensure relevant and timely information is provided in user-friendly consistent formats to key stakeholders, including HF management, partner universities, employer partners and scholars

5) Other
- Manage other scholarship, training, event and HF-related assignments as required

6) Location The position will be based in District 1, Ho Chi Minh City, Vietnam

7) Reports to Program Manager – Trade Leadership Development

Skills & Education
The incumbent will have a true passion for human development, training, higher education and international trade. Their 5 years’ experience will demonstrate their resourcefulness, outstanding team leadership qualities and marketing accomplishments.

I. Qualifications & Educational Requirement
- Minimum: Bachelor’s degree in communications, marketing or business
- Fluent spoken and written English
- Proficiency in Microsoft office applications and social media applications

II. Experience Required
- Minimum 5 years’ progressive work experience
- Track record of success in project management and marketing
- Demonstrated ability to manage concurrent projects with multiple stakeholders
- Experience facilitating or co-leading workshops / trainings a plus
- Exposure to global trade, trade issues and education programs

III. Required skills
- Strong communication skills – both written and spoken
- Record-keeping, organization, and event planning skills
- Attention to detail in all aspects of work
- Entrepreneurial and resourceful mindset
- Ability to build cross-cultural business relationships
- Team player with strong team leadership skills
- Motivated self-starter
- International outlook

- Company's policy

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