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Job opportunity | Administrative Coordinator

June 24, 2019
The University of Sydney Centre in China is recruiting an Administrative Coordinator position which will be based in the Suzhou Industrial Park, Suzhou City, Jiangsu Province.
Position: Administrative Coordinator
Location: Suzhou Industrial Park, Suzhou City, Jiangsu Province

This position has a broad scope and will requires strong administrative and organisational skills in order to coordinate and undertake a range of operational activities on an ongoing basis. It requires a highly motivated and self-discipline person, with excellent verbal and written communication skills in both English and Chinese. The Administrative Coordinator provides general administrative support to the Executive Director and the Centre and assists to ensure the effective operations of the Centre. The role includes preparing documents, maintaining records, booking of Centre facilities and transport coordination, conducting market intelligence, responding to queries, exploring matters, and sourcing solutions.

The University of Sydney Centre in China based in Suzhou plays a key role in support of the University’s China Strategy and the delivery of its four strategic objectives:

Objective 1: To be the leading university in Australia for quality and scale of academic engagement (education and research) with China, and one which acts as a powerful symbol of the values of dispassionate and creative intellectual enquiry

Objective 2: To be a university-of-choice in China for international study and research collaborations

Objective 3: To be Australia’s primary source of knowledge about China and a major conduit for interactions with policymakers, businesses, specialist groups and the media

Objective 4: To be a trusted partner in China for government, non-government, business and industry including creative industries and community sector linkages, investment and philanthropy – and to be recognised as such.

The Centre in China is an offshore business office and fully controlled entity of the University. The Centre brokers and helps foster an active academic and engagement program with Chinese universities, government bodies, enterprises, alumni and related stakeholders and deliver key administrative services and business functions to support these activities.

The Centre in China fulfils the following functions:

Acts as an incubator for joint Australia-China research programs

Offers short- and long-term attachments for academic staff from the home campus and their academic collaborators from local partner institutions

Facilitates research and industry collaboration and liaison

Promotes the University of Sydney to a broad range of audiences – government, local industry, counterpart universities, and students thinking of enrolling at theUniversity

Facilitates in-country placements, internships and other learning experiences for Australian students in China

Hosts research seminars and symposia, in-country language programs, academic conferences and conventions

Provides more closely-targeted market research for the specialised China activities of individual faculties, schools, and centres

Conducts alumni relations activities, with the potential to become the administrative hub for alumni living in mainland China and Hong Kong.

POSITION KEY ACCOUNTABILITY

1. Provides general administrative services and operational support to the University of Sydney Centre in China

· Delivers daily administration activities and services ensuring that high quality and efficient administrative support is provided in a pro-active manner to the Executive Director, Deputy Executive Director, as well as other Centre staff, students, academic visitors, clients and visitors.

· Responds to a range of enquiries via telephone, email and in person, for visitors and the general public regarding a wide range of the Centre’s activities, exercising sound knowledge of the Centre, and discretion, tact and diplomacy when communicating.

· Analyses incoming correspondence, prepares responses, sources advice on those items which require attention and independently initiates appropriate action where possible and/or ensure the matter is forwarded appropriately to the relevant individual/specialist for resolution.

· Organises and maintains files of correspondence and records, following up on pending matters.

· Liaises with suppliers, re-ordering office stock, and supporting the efficient operation of the resource and store rooms, including photocopiers, mail and stationery supplies.

· Maintains the facilities and equipment in the office areas, liaises the building management company or third-party service providers to resolve issues or report concerns to the manager when needed.

2. Coordinates diaries and meetings, provides meeting and event support to the Centre.

· Manages diary, travel and accommodation needs for the Executive Director.

· Ensures the appropriate coordination of meetings, conferences and other events, including agenda and minute preparation, venue booking, catering and IT facilities.

· Maintains a master calendar of events and functions at the Centre, regularly updating and communicating changes to Centre staff.

· Provides secretariat support for SXS Board meetings.

3. Maintains records, finance/accounting support and reporting for the Centre

· Coordinates payment and invoice management, purchasing, and travel arrangements.

· Coordinates filing, e-filing and record management in line with the Centre’s policy.

· Provides finance and accounting support as required, including draft payment request application, liaise with banks and accounting firms on various matters.

· Collects, assembles, and summarises statistics and information from identified sources as directed.

4. Provides targeted market research for the China related activities to support the Centre’s engagement in China.

· Assist in providing updates of regulatory and policy reforms in education and research portfolio that may impact the Centre’s operations.

· Assist in implementing market investigation and analysis in education and research portfolio for the Centre, as directed by the Executive Director.

· Provides support to briefings and reports for the Centre in education and research portfolio when required by the Executive Director.

5. Undertakes ad-hoc projects and other activities.

· Undertakes other projects and activities as directed by the Executive Director to support the operations of the Centre.

SELECTION CRITERIA

· University degree and/or relevant business administration experience.

· Ability to work both independently and as part of a team, taking initiative and exercising sound judgement in resolving matters that may arise as part of normal daily work.

· Excellent written and verbal communication skills in both Modern Standard (Mandarin) Chinese and English.

· Problem solving skills and the ability to use initiative and exercise sound judgement and ability to prioritise workload during busy periods.

· Numeracy skills together with experience in managing invoice payments and purchases.

· Advanced computer skills, including Microsoft Office suite.

Please visit www.eventbank.cn/event/22644/register to upload your COVER LETTER, CV and SELECTION CRITERIA. If you encounter any technical problems, please send email to wesley.li@sydneyuniversity.cn or call 0512-62981923.

Applicants should be fluent in both English and Chinese and hold a University degree or higher. They should have advanced computer skills, including the Microsoft Office suite. Applicants must demonstrate relevant work experience, preferably in international education.

Applications close: 17:00 on 5 July 2019

Note: Due to the large volume of applications received, we are unable to respond to each applicant. We will respond to the applicants of interest within a period of two weeks from the closing date. If you are not requested to attend an interview, please assume that your application has not been successful.

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