Faculty Secretariat Staff (Senayan)

YBN - Binus International Senayan; Senayan; On-site; IDR 33,480,000 - 44,640,000; Full time

Job summary

BINA NUSANTARA in Jakarta is seeking an Administrative Assistant to support the Dean and program heads with document management, meeting minutes, and scheduling.

You will organize daily schedules, prepare correspondence in Bahasa and English, manage confidential information, and help maintain budgets and reports.

No prior work experience required; diploma or current university student (6th semester) preferred; strong organizational skills and attention to detail are essential.

Qualifications

• Diploma or University student (6th Semester) required.

Responsibilities

• Provide minute of meetings and meeting summaries.
• Distribute documents accurately in related area.
• Maintain and update documentation storage and retrieval system.
• Provide information and documents to university leadership.
• Handle confidential information with approved access.

Skills

Documentation

Scheduling

Budgeting

Communication

Meeting coordination

Education

Diploma or University Student (6th Semester)

Job description

It's fun to work in a company where people truly BELIEVE in what they are doing! We're committed to bringing passion and customer focus to the business.

Administrative Duties :

• Provide minute of meetings and meeting summary in related unit
• Carry out accurate distribution of documents in related area (e.g., minute of meetings, other documents)
• Maintain and update storage and retrieval system in documentation for easy access of various information (e.g., accreditation documents, other permit license documents, budget, Performance Indicator Unit, Key Performance Unit)
• Provide various important information and documents required by related Vice Rector / Dean / Director/ Senior Manager/ Manager / Head of Department / Head of Program (e.g., contacts, management, appraisal, travels and other confidential matters)
• Handle confidential information required based on approval from Dean Head of Department / Head of Program (e.g., contracts, resumes, confidential letters and emails)
• Provide support to Dean /Head of Department/ Head of Program in sending message, memos and documents to all staff
• Compose correspondence letters required (in Bahasa and English).
• Sort and prioritize incoming information, requests and communicate them accurately

Scheduling and Appointment :

• Organize daily schedule for related Dean Head of Department / Head of Program (e.g., meeting and appointment schedule, availability for attendance in university event, arrange and contact related parties regarding the appointment)
• Confirm availability and punctual attendance of participants in related meeting/other appointment with Dean Head of Department / Head of Program
• Arrange venue setting, equipment, and meals/beverages required for meeting/other related events
• Be the point of contact for Dean / Head of Department / Head of Program, during their absence from office

Operational Duties :

• Maintain and update budget in the stock and non-stock budget from Dean Head of Department / Head of Program
• Keep track of the usage appendix budget stock and non-stock request from Vice Rector / Dean / Director/ Senior Manager/ Manager / Head of Department / Head of Program and related working area
• Propose working attribute required for Vice Rector / Dean / Director/ Senior Manager/ Manager / Head of Department / Head of Program and related working area
• Provide required order request of the related items
• Arrange report related to all budget usage appendix in related area
• Arrange report, maintain and update budget report usage (stock, non-stock)
• Arrange and conduct budget report information for Vice Rector / Dean / Director/ Senior Manager/ Manager / Head of Department / Head of Program and related working area
• Provide PRF request, Cash advance request, PR request alignment with approved budget information
• Conduct on time budget realization report according to valid procedure and regulation (i.e., PRF, Cash advance and PR)
• Arrange travel management process and provide realization report (e.g., taxi voucher, operational vehicle request, business trip document’s realization)

Management Support Activities:

• Provide Report to direct Supervisor
• Suggest improvement process related to activities in area of responsibilities (especially related to time concern, effort and cost)
• Perform activities related to Quality Management System
• Perform additional tasks related to key responsibilities as required by Direct Supervisor

Education Requirement:

• Minimum Diploma Degree (D3) or University Student (6th Semester)

Work Exposure/ Experience:

• No working experience

BINA NUSANTARA started with a dream and a sense of determination. Founded by Joseph Wibowo Hadipoespito and Theresia Widia Soerjaningsih, this education institution has gone through many stages, and overcome various barriers. It still stands strong and grand despite the competition.