Office Administrator

Qualification & Responsibility
Main Responsibility and Accountability工作职责

Handle enquiries from media, vendors, institutions and other outside entities;
Process requests for marketing and communication services from university departments and executive offices;
Create and maintain systems that assist the team in tracking progress on projects and other team initiatives;
Provide administrative support for planning and budget processes of the office;
Collect and format data and information for use in department reports;
Provide logistical and administrative support for marketing and communication projects such as printing, production, interviews, filming, etc.;
Track expenditures for team and support transactional university processes related to finance and HR; admin support to intern and non-fulltime staff in recruiting, payment and termination, etc.;
Assist with business related travel and entertainment for team members and visitors;
Serve as secretary to committees and working groups managed by UMC team members by facilitating scheduling and communication, drafting briefing documents, organizing paperwork, preparing agenda/minutes, tracking follow-up action, etc.
Organize training and workshops to UMC teams and also other offices and departments.
Manage the part time staff and students interns in UMC in terms of attendance and payment.
Coordination with cross-functional projects or events; and perform other duties as assigned which might not be limited to UMC but also for Centre for Knowledge and Information

Position Qualification Requirement
Skills and Knowledge (技能)

Well-developed administrative and organizational skills;
Fluent English and Chinese; interpretation skills highly desirable;
Skilled in business software such as Microsoft Office Suite; ability to quickly learn new software and systems;
Data and analytical skills;
Excellent interpersonal and written communication skills in English and in Chinese;
Ability to maintain confidential information;
Creativity and positive “can-do” attitude; ability to work under pressure and around key deadlines; ability to effectively manage competing priorities; and
Ability to work flexible and/or extended hours including evenings or weekends; ability to travel occasionally on department business.
Knowledge of XJTLU systems and structure desirable (but not required);

Qualifications and Experience (资历)

Master’s degree with minimum two years of work experience in an administrative post OR bachelor’s degree with minimum five years of work experience in an administrative post; and
International experience and/or education is an asset, as well as experience working effectively with people from various cultural backgrounds.