Job Description

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

Skills Required