Administrative Assistant IV

The Administrative Assistant IV supports the day-to-day operations of the Confucius Institute by providing frontline, administrative, and logistical services.

Main Duties and Responsibilities

I. Frontline and Secretarial Support

• Attends to inquiries and requests from stakeholders and visitors from various communication channels regarding academic matters (e.g., face-to-face, online, phone, office email) and coordinates the flow of information internally and with other offices concerned
• Prepares, routes, and ensures the safekeeping of office correspondence, memoranda, certificates and announcements
• Attends and takes minutes of meetings and documentation of events, activities and classes

II. Resource Management Support

• Monitors office supplies, learning materials, and equipment, and requests replenishment as needed to ensure availability
• Ensures office facilities and equipment are kept in good condition by coordinating with the Central Facilities Management Office (CFMO) and third-party service providers for repairs and maintenance
• Monitors and tracks the borrowing and return of books, materials, and equipment

III. Student and Faculty Support

• Assists in class enrollment processes as needed by receiving and recording student applications, encoding enrollment data, and organizing related files
• Assists in processing faculty loading assignments by drafting schedules based on inputs from the faculty and the Director, and updating assignment records as needed
• Assists in the evaluation of faculty by distributing, gathering and summarizing the evaluation results for submission to the Director

IV. Coordination and Logistical Support

• Provides logistical assistance for classes, programs, and events, including venue reservations, materials preparation, and reception/registration
• Assists in the promotion of Institute programs and classes through the dissemination of marketing materials through social media and other communications platforms in coordination with the University Marketing and Communications Office (UMCO)

V. Data and Records Management Support

• Ensures records of office operations, borrowing logs, and program-related files are accurate, updated and are stored properly

**VI. Performs other work-related tasks as may be required by the immediate supervisor and authorized representative

Knowledge, Skills, and Abilities:**

• Administrative Support: Knowledge of office procedures, systems, and tools such as word processing, file and records management, form preparation, and standard workplace practices

• Communication Skills: Ability to communicate clearly with students, faculty and other visitors through various communication channels

• Technological Savvy: Demonstrates competency in Microsoft Office, Google Workspace, basic database management, and internet-based applications

• Time Management: Ability to plan, prioritize, and manage time and resources efficiently to meet deadlines and handle multiple tasks

• Coordination Skills: Ability to proactively coordinate, and manage actions in relation to others

• Records Management: Ability to systematically organize, maintain, and safeguard office and program-related records throughout their lifecycle

• Attention to Detail: Ensures accuracy and precision in documentation, communication, and monitoring of office and program activities

• Organization and Prioritization of Work: Ability to effectively plan and coordinate the delivery of required outcomes, according to importance and urgency; keen to details

• Customer Service Skills: Ability to understand client perspectives and respond to their needs with urgency and serious attention

Minimum Qualifications

• Bachelor's degree graduate
• With units in Chinese language is an advantage
• With at least 1-2 years of relevant work experience