TITLE: Assistant Manager (One-year Contract)
DEPARTMENT: The University Center in Hong Kong
JOB CLASSIFICATION: Staff

GENERAL SUMMARY:

The University Center in Hong Kong supports the extension of the University of Chicago’s activities in Asia, including: the Chicago Booth Executive MBA program, study abroad programs for the College, and academic exchanges with regional partner institutions. The Center acts as an intellectual home for faculty and student research University-wide as well as collaboration and engagement in Hong Kong, China and across Asia.

Reporting to the Deputy Director of the Center in Hong Kong, the Assistant Manager will be responsible for daily support in various areas covering office administration, facility management, center operations, event and logistics support. He/she will assist in coordinating, receiving and greeting students, faculty, scholars and dignitaries and visitors at the Center in Hong Kong for University activities. He/she will also support the team in planning, developing and supporting the Centre’s programmatic activities which include student programs, academic conferences, workshops and seminars, public lectures as well as admission and alumni events.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Office Administration

• Perform reception duties
• Provide guest services support to visiting staff and faculty (and local arrangements including travel, hotel, restaurants, where requested)
• Support the deputy director in arranging itinerary, schedule meetings and activities for visiting faculty and officers
• Liaise with vendors and management companies on cleaning services, porter arrangement and IT support
• Manage and maintain office supplies, furniture and IT/AV equipment
• Maintain health and safety standard for the Center

Programs/Events Support

• Assist in coordinating, developing and managing student and academic programming, conferences and workshops
• Manage bookings and events calendar for the Center
• Liaise with event hosts on venue set up, IT/AV support and catering requirements
• Work with service providers and support vendors on pre-event testing
• RSVP management, logistics and onsite support to events which may be held on evenings, weekends or holidays
• Liaise and communicate with stakeholders throughout, and follow up after events on photos, attendance and feedback/surveys if applicable.

Finance

• Assist in tracking of event and office expenses
• Reimbursement handling of conference participants and staff
• Timely processing and submission of invoices for payments to vendors to be processed by accounting firm

Communications

• Updating and uploading content for Center website
• Work with communication team in Headquarter on website revamp
• Assist in developing social media platform (Facebook Twitter, Weibo etc)
• Maintain various mailing lists for Center promotion

KNOWLEDGE, SKILLS, ABILITIES AND EXPERIENCE:

1. Bachelor’s Degree, with foreign academic experience desirable
2. 3-4 years of working experiences in international programming, event management, operations and facility management or related area, preferably in an academic environment
3. Excellent oral and written communication skills in English; Mandarin a plus
4. Strong sense of responsibility, attention to details, proactivity, self-initiatives are essential
5. Excellent organizational skills, interpersonal skills, problem-solving skills and multi-tasking skills
6. Basic accounting and book-keeping experience a plus
7. Independent, resourceful and collaborative with a global team
8. High proficiency in Microsoft Office; knowledge on Adobe/Photoshop a plus
9. Knowledge of IT and software applications, databases, web editing and web content management tools preferred
10. Ability to communicate effectively with students, faculty, scholars, staff and alumni
11. Ability to work effectively, courteously and agreeably in a multi-ethnic/multi-cultural environment with students, faculty, staff and alumni
12. Ability to work a flexible schedule that may include evening and weekend assignments, and international travel

SALARY AND BENEFITS

The salary will be competitive and commensurate with experience. In addition to salary, The University of Chicago offers 20 days holiday per year – prorated (excl. Hong Kong Public Holidays) and MPF fund contribution.

HOW TO APPLY

If you wish to be considered for this position, please send a CV and a detailed cover letter outlining your relevant experience, motivations for applying for this position and salary requirements to Kitty Chong at: Apply Now

Please indicate the Job title in the Subject line of your email.