Job summary: Encompasses the broad range of tasks related to administration, course management, financial management, personnel management, information management, event coordination, customer service, and document management.
Job responsibilities:
Financial and Budget Management
* Process daily expense reimbursements and maintain financial records.
* Maintain student fee records and handle fee collection through Xero system.
Course Management
* Assist in scheduling and coordinating courses to ensure smooth operation with instructors.
* Maintain and update course schedules, handle registration and financial matters related to enrolment and withdrawals.
Personnel Management
* Regularly engage with in-class volunteers.
* Help maintain the in-class volunteer system, manage attendance, and collect feedback.
Courses and Events Coordination
* Assist in planning and organizing promotional activities, courses, gathering and exhibitions.
* Maintain contact with volunteers, customers and students to promote collaboration.
* Assist in preparing courses materials, venues, coordinating volunteers, and managing equipment.
Customer Service
* Address inquiries from students and customers, handle complaints and suggestions.
* Collect and organize student feedback to help improve courses and service quality.
Administrative and Logistics Management
* Office Management: Ensure smooth office operations and manage daily administrative tasks.
* Document and Archive Management: Ensure archiving, and safekeeping of documents, regularly inspect and update archives to ensure completeness and accuracy.
Other Duties
* Assist with other ad-hoc tasks.
* Complete other tasks assigned by superiors.
Skills:
* Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
* Familiarity with office equipment (printers, scanners).
* Experience with database management and data entry.
* Familiarity with virtual communication tools (Zoom, Microsoft Teams).
* Experience managing calendars, scheduling appointments, and organizing meetings.
* Ability to work well with others and provide excellent customer service.
* Strong teamwork skills and a collaborative approach.
* Flexibility to handle a variety of tasks and roles.
Qualifications:
* High school diploma or equivalent is typically required.
* Previous experience in an administrative role is often preferred.
* Any specialized training in office management or administrative functions.
For internal use only : 02