Officer (Administration) - Division of Environment and Sustainability

Hong Kong University of Science and Technology; Hong Kong; On-site; HKD 279,000 - 391,000; Full time

Job summary

Hong Kong University of Science and Technology seeks a responsible administrative professional to support the Division of Environment and Sustainability. The role covers secretarial duties for the Head of Division, office administration, HR support for faculty recruitment, and budget monitoring for multiple research projects.

The appointee will draft project documents, coordinate meetings and events, and liaise with project partners and university offices.

Qualifications

• Bachelor’s degree or higher diploma; relevant experience welcomed.
• Proficiency in English and Chinese (Putonghua) is required.
• Strong communication and interpersonal skills.
• Ability to multitask and work as part of a team.

Responsibilities

• Provide daily secretarial support to Head of Division and assist with office administration, filing and procurement.
• Support HR administration including faculty recruitment and appointment processes.
• Assist with budget preparation, monitoring and administration for the Division; manage project finances and records.
• Draft, edit and prepare research project proposals, progress reports and related documents.
• Coordinate divisional events, meetings, seminars, and liaise with partners and university offices.

Education

Bachelor's degree or higher diploma

Tools

Microsoft Office

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.

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.

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

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

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.

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

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