ACADEMIC ADMINISTRATION OFFICER

Job Description

• Plan and manage office space.

• Order iSMART supplies;

• Manage and ensure the functionality of necessary office equipment, supplies;

• Contact maintenance vendors to repair or replace damaged office equipment;

• Propose to purchase new equipment and supplies when needed.

• Select vendors to buy materials for events, academic activities.

• Offer assistance in organizing events, including ordering materials and requisitioning meeting spaces.

• Prepare office budget as Academic manager’s guidance;

• Make expenses and purchasing reports;

• Confer with the accounting department to help make payments, process incoming invoices, and verify receipts.

• Organize workstation, provide office equipment and supplies to academic team members;

• Provide administrative support to academic team members, including

• Support with printing and photocopying tasks;

• Book conference rooms;

• Arrange travel accommodations, and process expense forms.

• Maintain and update databases of the academic team;

• Organize a filing system for important documents.

• Be responsible for academic staffs, co-teachers and teaching assistants’ payroll ̣(working days/ hours);

• Update internal databases (e.g. record sick or maternity leave).

• Work with the academic manager and senior staff to take care team members’ health, wellness and personal events.

• Contact vendor to print semester tests;

• Coordinate staff to pack paper tests,

• Coordinate teaching assistants to mark Semester paper tests;

• Input test scores to ECO system;

• Print academic reports.

• Update company policies as needed;

• Regularly follow education news and circulars;

• Forward all correspondence to academic staff members.

• Submit weekly report (by 12:00 every Thursday)

• Prepare/make reports when required

• Other tasks as assigned by AM

Job Requirement

*REQUIREMENTS

• Qualification and skills

• Having good interpersonal, organizational and problem-solving skills;

• Possess excellent attention to detail ability;

• Being a competent user of Microsoft office;

• Being creative, flexible and receptive to new challenges;

• Being flexible to solve problems within 24 business hours.

• Experience

• Having a solid knowledge of office procedures

PART B: TASKS 

• Manage office space;

• Manage equipment and materials;

• Purchase materials and arrange travel accommodations;

• Manage staff data;

• Be responsible for staff welfare;

• Supporting other team project as assigned by Academic manager and Vice Academic manager;

• Update information; 

• Being responsible for any other tasks assigned by line manager;