Faculty Assistant (Admin Assistant) (Openings: 3)

Job Description

Openings: 3

The duties and responsibilities of Faculty Assistant include but is not limited to:

Daily responsibilities

• Be the point of contact for students (and their parents) having study program related inquiries.
• Support the examination office at VGU and at the German partner universities.
• Be in charge of having students’ grades input in the VGU’s Integrated Campus Management System (ICMS) and have them kept up-to-date. [U1]
• Support the scheduling, resource planning, and operation of teaching modules (timetables, room booking, attendance lists, distribution of course material, course evaluations, etc.).
• Prepare time sheets and other required documentation for part-time (visiting) lecturers and teaching staff.
• Assist in organizing exam
• Handle the posting of exam problem and answer sheets between the German partner universities and VGU
• Communicate with the study program partners in Germany
• Arrange the visits of faculty from the German partner universities
• Cooperate closely with the other departments
• Assist with various day-to-day academic and other activities.

Periodic/ Irregular responsibilities

• Assist with scholarship procedures
• Yearly admission process
• Support the preparation of academic-affairs-related certificates for students
• Enrolment process at German partner Universities
• Support the preparation of students’ stay at the German partner universities
• Support the necessary arrangements for foreign students at VGU
• Assist the study programs in updating relevant web pages and take part in marketing activities
• Take part in organizing larger VGU events such as Opening Ceremonies or Education Fairs, as well as academic events such as conferences
• Temporarily take over responsibilities of other Faculty Assistants in case of absence, such as sick leave, annual leave, etc.

Other duties

• Other duties as assigned by the Supervisors.
• Support the academic faculty in any other tasks assigned by the Supervisors.

Job Requirement

1. Qualification: Bachelor degree in business administration, economics, social sciences, mathematics, engineering or related fields.

2. Experiences: 

• First working experiences in the fields of Academic Affairs and Higher Education Administration

3. Knowledge:

• Knowledge of office management principles, methods, and procedures
• Knowledge of sorting/filing techniques and records retention policies and schedules to maintain accurate records
• Understanding about Vietnamese and German education system is an advantage

4. Skills

• Proficiency in English both in written and orally
• Knowing German language is an advantage
• Good manners of expression, good writing skills and organizational skills
• Good command in using MS Office Software
• Be able to work efficiently, independent and self-organized
• Handling student's concerns in a professional manner
• Customer-oriented mindset
• Being careful and attentive to detail

5. Behaviours required

• Good attendance and punctuality
• Teamwork mindset
• Courteous and friendly
• Respect for cultural background of staff, students and partners