Officer, Course Office

POSITION PURPOSE

The position of Officer, Course Office plays a crucial role in enhancing the learning experience for students by organizing module activities, managing course administration tasks, and coordinating events for the Course Office and Higher Education Department. Collaborating with various stakeholders, including students, faculty members, administrators, and external suppliers, the Officer, Course Office ensures seamless logistical arrangements, smooth execution of activities, and effective communication to support academic goals and student satisfaction. Responsibilities also include procurement, asset management, timetabling coordination, and responding to inquiries from stakeholders, contributing to the overall operational efficiency and success of the academic department.

AREAS OF RESPONSIBILITY

1. Organise module activities to enhance the learning experience for students

- Collaborating with Faculty members, Student Engagement Department, Administrator of Course Office, Course Office Manager, and the Dean to support in organizing module activities. These activities can include arranging guest lectures, coordinating company visits, and organizing field trips to locations relevant to academic curriculum and learning objectives.

- Managing Logistics and Administrative Tasks: Take charge of logistical and administrative aspects. This involves creating schedules, coordinating with external suppliers, managing any necessary documentation, payments or budgets, and ensuring all logistical elements are in place for a seamless experience.

- Escorting and Supervising During Activities: Act as the point of contact and escort for students and faculty members during field trips, company visits, and other module activities. Ensure smooth coordination and communication between all parties involved, resolving any issues or challenges that may arise during the activities.

- Managing Expectations and Feedback: Proactively manage expectations and satisfaction levels of both Faculty members and students regarding the quality of the learning experience provided through these activities. Use feedback to identify areas of strength and areas needing enhancement, implementing necessary adjustments for future activities to enhance overall satisfaction and learning outcomes.

2. Course Administration

- Support faculty members in planning and implementing annually, semesterly, and weekly purchase of equipment, materials and ingredients for course delivery requirements. Be in charge of purchases of goods and services for the operations and delivery of courses and programmes offered at BUV, from preparing contracts, Purchase Approval (PA), Payment Request (PR) and payment clearance. Work closely with Procurement Department and Finance for related areas.

- Manage and keep a full track record of assets, inventory, equipment purchased under Higher Education department, in a clear, systematic and effective manner.

- Coordinate within Course Office and Student Information Office to ensure classes running as timetabled with required resources, equipment, device… (admin side) and provide timely support and communications to faculty and students if there are any changes.

- Handle and report all requests and enquires from students and relevant stakeholders, ie. faculty, staff, parents, partners and ensure that their questions, concerns, and requests are addressed.

3. Event Coordinator and Others

- Manage event coordination, including logistics, scheduling, agenda planning, event booking, setup arrangements for Academic team events, and collaborate with suppliers and stakeholders.

- Work with Dean of Higher Education, Course Office Manager and Course Office team to prepare reports when required.

- Other tasks assigned by line manager and the Academic management team.

POSITION SPECIFICATIONS

COMPETENCIES (knowledge, skills, and abilities)

Essential

- Bachelor’s degree preferably in Business, or Foreign Languages

- At least 03 years working experience in program administration, executive assistance at an international development organization, non-profit agency, university, international education organization is an advantage

- Excellent written and verbal communication skills, both in English and Vietnamese

- Excellent computer skills – MS office applications (Word, Excel, PowerPoint, Outlook, Database)

Desirable

- Masters degree

- Extensive experience in the area of programme or course coordinator from an international education institution in Vietnam or overseas.

COMPETENCIES (behavioural)

Essential

- Pro-active and Initiative

- Careful, eyes for details

- Effective Communication

- Planning & Organising

- Adaptable and Responsible

- Customer & service orientation

- Good team player

Desirable

- Relationship building & networking

- Creative thinking & innovation

BENEFITS:

- Highly competitive salary package (plus benefits) for Vietnamese and expatriate candidates depending on qualifications/experience;

- 13th month Tet bonus (Vietnamese candidates);

- Annual cost of living adjustment;

- Annual salary increases and bonuses based on performance;

- Recognition & awards programmes;

- 20 days annual leave, plus Xmas closure, public holidays and 5 days paid sick leave;

- Healthcare plan (Private accident, medical, and dental insurance, including annual health checks);

- Education support for staff, spouse and children;

- Relocation allowance to cover visa/flights/initial days accommodation

- Support and assistance in work permit and visa application together with relocation to and settling into living and working in Vietnam;

- Transportation support;

- Business travel insurance;

- Flexible working arrangements;

- Various staff events throughout the year (outings, year-end party, sports activities and other events);

- Onsite fitness and sports centre;

- Opportunity to work within a professional and multicultural environment.