Executive, Office of Service, School of Computing
Job Description
As an Executive in the Office of Service at the School of Computing, you will play a pivotal role in ensuring smooth and efficient administrative operations that support our faculty, researchers, and students. Your coordination and organisational skills will be instrumental in facilitating effective communication, logistical support, and operational excellence within an academic setting.
- Organise and coordinate faculty meetings including securing appropriate spaces and managing scheduling conflicts to ensure seamless execution.
- Manage comprehensive travel arrangements for faculty members, ensuring cost-effective and timely bookings, including accommodation and transportation logistics.
- Handle and monitor claims processes for faculty, researchers, and students with accuracy and adherence to university policies.
- Coordinate recruitment processes for research staff and student assistants, liaising with relevant departments and ensuring compliance with recruitment standards.
- Facilitate the visits of visiting professors and scholars, including travel, accommodation, and campus orientation arrangements.
- Liaise proactively with research and technical teams to manage procurement needs, ensure timely delivery of goods and services, and maintain an up-to-date asset inventory.
- Provide comprehensive administrative support for school functions, including event planning, logistical preparations, and various other institutional activities.
- Collaborate with multiple departments to streamline claims processing workflows, ensuring accuracy in manual and system-based submissions through the Claims Hub or other platforms.
- Continuously review operational workflows and submission systems to identify and implement improvements for enhanced efficiency.
- Conduct cross-departmental verifications concerning travel-related claims of staff and students, maintaining compliance and accuracy.
- Undertake additional duties as assigned, contributing to the dynamic and evolving needs of the School of Computing.
Qualifications
- Possess a bachelor's degree with a minimum of three years’ relevant experience in a fast-paced administrative environment, or a polytechnic diploma with at least six years of professional experience.
- Demonstrate excellent written and verbal communication skills essential for interacting effectively with diverse stakeholders.
- Exhibit strong analytical and numerical competencies with the capability to work independently and collaboratively within teams.
- Show aptitude in multitasking and managing competing deadlines while maintaining high standards of accuracy and efficiency.
- Proficient user of Microsoft Office suite including Word, Excel, and PowerPoint, with familiarity in data visualisation tools enhancing reporting capabilities.
- Experience or knowledge of SAP or S/4HANA ERP systems will be considered a distinct advantage, reflecting the School's commitment to leveraging technology for operational excellence.
- Demonstrate adaptability and problem-solving skills pertinent to an academic administrative environment.
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