Undergraduate Academic Affairs Officer

Vietnam Japan University
June 11, 2023
Offerd Salary:Negotiation
Working address:N/A
Contract Type:Other
Working Time:Full time
Working type:N/A
Ref info:N/A

Work type: Full-time

Location: Hanoi

Categories: Academic Affairs

Required duties and responsibilities

Administrative activities: Performing the administrative duties in academic affairs of undergraduate activities; Reporting the daily, weekly and monthly work to the supervisors; Preparing the academic reports to VNU and MOET as required; Preparing the reports and statistics of academic affairs on time and in the appropriate formats to the relevant offices; Preparing the drafted guidelines for academic activities.

Managing the academic portals: Managing the data in the academic portals in comply with VNU and MOET's current regulations.

Course schedule management : Implementing teaching schedule of undergraduate programs in comply with the university academic schedule. Cooperating with faculty assistants in making the teaching schedule of each program, allocating the classroom for each class and preparing the online platform if requested.

Organizing examination : Making the schedule of final examinations for undergraduate programs.

Grade management : Collaborating with the Educational testing and quality assurance to update subjects' scores into the academic management systems.

Management of lecturers' contracts : Preparing the procedure of making contracts with invited lecturers; checking the eligibilities of invited lecturers, working with programs to collect the lecturers' signatures, getting the rectorate board's signatures, working with Planning and Finance office to make the payments for invited lecturers.

Short courses and new educational programs development: Support in monitoring and evaluating the procedure of revising and opening of new programs as in the current regulations of VNU.

Degree and certificate management: Supporting the preparation of conferring the graduation degree for students: checking and printing degrees, academic transcripts, certificates of graduation and relevant activities.

Supports other academic staff: Supporting the admission activities and post-graduate program implementation.

Other duties as assigned by the supervisors.


  • Education : Bachelor's degree in related fields to the Master Program and Bachelor Programs.
  • Work experience : Minimum 3 -years experience related to academic affairs, training program support & management or student support & services. Working experience in Japanese environment will be considered an advantage.
  • Foreign language: Be fluent in spoken and written English (IELTS 5.5+ or equivalent).
  • Competencies:
  • Excellences in making plan: understand how to prioritize and planning the tasks as well as coordinate with others including associated department in planning to achieve the goal on time.
  • Excellences in operation: know how to study collect, recheck, and analyze academic information and the related matters in order to set the plan, process, and regulations of academic affairs.
  • Excellences in coordination: coordinate with others on the assignment to conform to the university's total targets under the current academic regulations and the head of office's supervision in order to achieve the goal in time limit.
  • Excellences in services: know how to advice, clarify and answer basic problems related to academic affairs to others in order to enhance understanding and support the mission of the university.
  • Experiences in administrative works: keen on using IT tools for supporting administrative and related works.
  • Attitudes:

  • High commitment to deadline.

  • Highly responsible toward work.
  • Responsibility, accountability and services oriented.
  • What VJU can offer

    Successful candidate will be offered an attractive remuneration package comprising of:

  • Competitive monthly salary;
  • Monthly meal allowances: 700,000 VND;
  • Monthly health care insurance: 500,000 VND;
  • Performance-based additional pay;
  • 13th month Tet bonus (equally to 1 month of basic monthly salary).
  • Application

    Application documents include:

  • Essay (essay topic: “ Explain how you can perform the duties of the undergraduate academic affairs officer ”? Maximum 800 words in English).
  • Curriculum Vitae.
  • Recommendation letter (s).
  • Submission

    To apply please send your application package (with following documents in a PDF or MS Word DOC (in English, max. size: 5 MB) with “Your name Undergraduate Academic Affairs Officer ” written in the subject line to [email protected]

    Recruitment process

    The review of applications and nominations will continue until the position is filled.

    Shortlisted candidates will be interviewed by Evaluation Committee appointed by the Rector.

    Successful candidate will be offered a 1-year contract. The Incumbent can be offered another 1-year contract upon the satisfaction of his/her performance.

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