"Management Support Officer (Events with Student Finance Support)"

Job Description

This position supports the Education Administration department within the Office of Education. Reporting to the Senior Manager (Strategic Events and Communications) and co-reporting to the Assistant Manager (Student Finance), the Management Support Officer provides day-to-day logistical, planning, and administrative support for school-wide events and projects. The role also includes a secondary function of assisting with student finance operations, particularly during peak periods, ensuring continuity and responsiveness across both portfolios.

Primary Responsibilities (Events Focus):

• Provide administrative, planning, and logistical support for major events and project initiatives within the Office of Education.
• Coordinate event-related requirements and resources, performing ad-hoc duties as necessary to support timely and effective delivery.
• Manage event documentation, databases, and records, ensuring proper archiving and tracking.
• Provide secretariat support for meetings, including scheduling, agenda preparation, note-taking, and report drafting.
• Assist with event budgeting, monitor expenditures, and liaise on payment processing.
• Work with function leads and external stakeholders to ensure events are well-executed in alignment with institutional policies and procedures.
• Coordinate with other departments on procurement, finance, and operational logistics related to event execution.

Secondary Responsibilities (Student Finance Support):

• Assist the Student Finance lead in data entry and reconciliation of student financial records.
• Provide support in compiling reports, preparing student finance-related documents, and assisting in administrative tasks related to tuition billing and scholarships/bursaries.
• Help manage student inquiries on billing or financial aid matters during peak periods or major disbursement cycles.
• Liaise with departments and students on basic student finance queries, escalating complex cases to the Assistant Manager where necessary.
• Support filing and documentation for audit and compliance purposes.

Qualifications

• Diploma or equivalent in a related discipline with at least 2 years of relevant administrative or event management experience.
• Candidates with other qualifications and at least 8 years of relevant experience may also be considered.
• Prior experience in a research or academic environment would be advantageous.
• Organised, meticulous, and able to manage multiple tasks and timelines in a fast-paced setting.
• Demonstrated ability to support budget tracking, coordinate payments, and liaise with vendors and stakeholders.
• Able to assist with basic finance-related tasks, including record keeping, reconciliation, and documentation.
• A responsible and dependable team player with good communication skills and a collaborative mindset.
• Proficient in Microsoft Office applications; familiarity with basic financial systems or student records systems is a plus.
• Willing to learn and provide support across functional areas to ensure team continuity and operational effectiveness.