Officer (Administration) - Division of Environment and Sustainability

Hong Kong University of Science and Technology (HKUST); Hong Kong; On-site; HKD 246,000 - 312,000; Full time

Job summary

HKUST's Division of Environment and Sustainability is seeking a responsible, self-motivated individual to provide administrative and coordination support for its operations and research activities. The appointee will handle secretarial tasks for the Head of Division, office administration, HR administration, budget management, and financial support for projects.

The role involves drafting and editing project proposals, coordinating meetings and events, and ensuring accurate records across

Qualifications

• Bachelor's degree required; associate degree or higher diploma with relevant experience also considered.
• 2-3 years of experience in office administration, research project administration, financial administration or related areas preferred.
• Ability to work independently and flexibly.
• Sound computer, interpersonal and communication skills.
• Proficiency in written and spoken English and Chinese, including Putonghua.
• Occasionally working outside regular office hours is required.
• Experience in tertiary education administration would be an advantage.

Responsibilities

• Provide daily secretarial support to the Head of Division.
• Assist with office administration, including filing, records management and procurement of materials.
• Support human resources administration, including faculty recruitment and appointment processes.
• Assist with budget preparation, monitoring and administration.
• Provide administrative and financial support for research projects, including budget preparation and monitoring, expenditure tracking, procurement, payment processing, coordination of shared resources, allocation of personnel and other costs across multiple project accounts, and maintenance of accurate project and financial records.
• Assist with drafting, editing and preparation of research project proposals, progress reports, deliverables and other project-related documents.
• Provide secretarial assistance to faculty members as required.
• Coordinate divisional and research project activities, including meetings, seminars, workshops, conferences and other events, liaising with project partners, sponsors and relevant University offices.
• Undertaking other duties as assigned.

Skills

Interpersonal skills

Communication skills

Multitasking

Teamwork

English proficiency

Putonghua

Chinese proficiency

Computer skills

Education

Bachelor's degree

Associate degree or higher diploma

Tools

Budgeting software

Records management systems

Job description

Department: Division of Environment and Sustainability

Job Posting Details

The Division of Environment and Sustainability is seeking a responsible, self-motivated and committed individual to provide administrative and coordination support for the Division's operations and research activities. The appointee will be responsible for:

• Providing daily secretarial support to the Head of Division;
• Assisting with office administration, including filing, records management and procurement of materials;
• Supporting human resources administration, including faculty recruitment and appointment processes;
• Assisting with the preparation, monitoring and administration of the Division's budget;
• Providing administrative and financial support for research projects, including budget preparation and monitoring, expenditure tracking, procurement, payment processing, coordination of shared resources, allocation of personnel and other costs across multiple project accounts, and maintenance of accurate project and financial records, in accordance with University policies and funding requirements;
• Assisting with the drafting, editing and preparation of research project proposals, progress reports, deliverables and other project-related documents;
• Providing secretarial assistance to faculty members as required;
• Coordinating divisional and research project activities, including meetings, seminars, workshops, conferences and other events, and liaising with project partners, sponsors and relevant University offices;
• Undertaking other duties as assigned.

Shortlisted candidates will be invited to sit for a written test.

(Duration: 2 years, renewable subject to satisfactory performance.)

(Applicants who have responded to the previous advertisements need not re-apply.)

Starting salary will be commensurate with qualifications and experience. Fringe benefits including annual leave, medical and dental benefits will be provided. A gratuity will be payable upon successful completion of the contract.

Requirements

• A bachelor's degree. Candidates with an associate degree or higher diploma and relevant experience are also welcome to apply. At least 2-3 years of experience in office administration, research project administration, financial administration or related areas is preferred;
• A responsible work attitude and the ability to work independently and flexibly;
• Sound computer, interpersonal and communication skills;
• The ability to multitask and work effectively as part of a team;
• Proficiency in written and spoken English and Chinese, including Putonghua;
• Occasionally working outside regular office hours is required; and
• Experience in tertiary education administration, particularly in supporting research projects, budget management and report preparation, would be an advantage.

(Information provided by applicants will be used for recruitment and other employment-related purposes.Applicants should read th__ePersonal Information Collection Statementb__efore submission of application.)

HKUST is an equal opportunities employer and is committed to our core values of inclusiveness, diversity, and respect.