Administration Officer (Short-Term & Contracted Through 3rd Party)

Your role

The Administration Officer will be the main contact between the Careers & Industry Relations and students, staff, and external stakeholders. The primary responsibilities of this position are to perform and coordinate the HCMC and Hanoi Career Centre’s administrative activities and provide logistic support to unit events and activities.

Report to Director Careers, Alumni & Industry Relations

Key Accountabilities

Address enquiries from students, visitors, lecturers, and university staff, providing solutions and referring where necessary with regards to enquiries on how and who to contact to address their question to the relevel staff member.

Schedule department meetings, room bookings; travel arrangements; assist with various day-to-day activities, such as photocopying and scanning; purchase of stationary and office equipment; tracking taxi receipts and other ad hoc tasks.

Prepare contracts; sponsorship agreements, process payment vouchers and payment requests for Saigon and Hanoi. Record all contracts and other required documents into the TRIM system. Manage contracts and working hours of Job Shop Assistants and Project Assistants.

Provide logistics; marketing and administrative support during department events such as Career Week; Industry and alumni activities in Vietnam and regional areas.

Liaise with suppliers and look for new merchandise to use for events promotions and to create brand awareness of Careers & Industry Relations.

Maintain frequent and effective communication with Careers & Industry Relations Hanoi staff to ensure consistency in administrative procedures.

Organise and maintain records, data, and filing for the Careers & Industry Relations including monitoring budget, expenditure and tracking event costs.

Analyse expenditure versus budget and clarify reasons for under or over-spend; forecast the budget for all cycles.

Document and maintain Careers & Industry Relations’ procedures, as required.

Undertake any other duties as required by the managers and director

Office management, keep it tidy, liaises with property for changes, moves etc

Stocktake for accounting, record all assets and share with all managers.

Key Selection Criteria

A Bachelor’s Degree in a relevant discipline (Arts/Business)

At least 2 years of experience in providing advice and customer service support.

Ability to effectively handle high volume customer enquiries.

Ability to maintain discretion and confidentiality of department related matters and student information.

Excellent customer service approach to students and internal and external stakeholders; ability to develop and sustain productive relationships with students and other customers or stakeholders, and support less experienced staff to do the same.

Commitment to continuous improvement.

Ability to build and maintain effective relationships in a culturally diverse environment utilising strong interpersonal skills

Ability to work effectively with both Vietnamese and international colleagues, students, and external stakeholders. Excellent written and verbal communications skills.

Demonstrated administrative, organisational, planning and database management skills.

Ability to prioritise workload in order to meet deadlines and service expectations

Skilled in the use of information technology including Microsoft Office applications

Other Information

Expected duration: April 2025 to November 2025

Highly competitive gross salary

Annual leave: 1 day per working month

Private Insurance

Free use of onsite gym

Library on campus and online - access to RMIT Australia online library

English Proficiency

English is the language of teaching and communication at RMIT Vietnam. For this role, the minimum requirement is IELTS General 5.5 (or equivalent Linguaskill 10).

To be eligible for this position you must be a Vietnamese citizen. Applications received from non-Vietnamese candidates will not be considered.

To Apply

Please submit your CV and cover letter addressing your suitability for this position by clicking on the ‘Apply’ link below