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Administrative Officer
1 week ago
- GIFT City Campus, Gujarat, India
Hiring support for this position is being provided by Grok Global Services.
Overview
This role, based at the Deakin University GIFT City Campus in India, serves as an Administrative Officer providing crucial support to ensure the campus's smooth operation.
Key responsibilities include handling inquiries, coordinating with staff, assisting leadership in overseeing campus operations, managing events, facilitating visitor relations, and maintaining financial records.
Your role is vital in creating a professional environment that aligns with GIFT City campus objectives.- Provide administrative support to Deakin IBC campus.
- Manage incoming/outgoing calls, addressing inquiries, and directing complex ones.
- Coordinate with staff for prompt responses to stakeholder queries.
- Assist in overseeing all campus operations, including admin, facility management, and operational tasks.
- Organize small events and meetings, ensuring smooth coordination with vendors.
- Handle logistics for events, including venue arrangements, catering, and scheduling.
- Meet and greet clients and visitors, providing exceptional customer service.
- Organize campus tours for showcasing facilities and academic offerings.
- Develop systems for effective office infrastructure management, including database and records.
- Ensure operation, maintenance, and security of recordkeeping systems and software.
- Maintain accurate financial records, including petty cash management and expenditure tracking.
- Monitor and manage budget allocations for office supplies and operational expenses.
- Ensure an adequate supply of consumables such as stationery, printer supplies, and kitchen items.
- Manage inventory levels and procurement processes for organizational needs.
- Assist in new staff induction by providing guidance on administrative processes.
- Offer ongoing support to staff regarding administrative tasks and office operations.
Deakin
Deakin is an Australian university with a global impact.
We are agile and innovative, and committed to making a positive impact through our excellence in education and research and the contributions we make to the wider community.
Our reputation has been built on the dedication and expertise of our staff. We offer a dynamic, diverse and inclusive working environment with opportunities to grow and develop careers.
As one of Australia's largest universities, Deakin has strong global linkages, world-class research and an education portfolio that blends the best of campus and digital delivery into a highly supportive and personalised student experience.
GIFT City Campus
Deakin announced its intention to become the first university in the world to open an international teaching campus in India on 9 March 2023 after a history in India spanning three decades
Since establishing our presence in India in 1994 Deakin has continued to foster and engage in mutually beneficial and sustainable partnerships with Indian higher education institutes, industry, and government
Accountabilities
- Respond promptly to stakeholder needs, offering basic advice and referring complex matters.
- Analyze information to solve problems and present clear, concise messages tailored to the audience.
- Understand and manage local processes, track progress, and identify issues for escalation.
- Actively engage in process improvement, contributing new ideas and sharing feedback.
- Utilize continuous improvement principles to analyze and create practical solutions.
- Promote teamwork, effective communication, and coach team members for goal achievement.
- Build positive relationships with diverse stakeholders and role model professional behavior.
- Consult with available sources, gather relevant information, and seek expertise as needed.
Selection
- An equivalent combination of relevant experience and/or education/training preferably 3 to 5 years of experience.
- Experience in administration and related activities in a large organisation with complex administrative structures, policies, and procedures.
- Experience in operating in a highpressure diverse environment, involving face to face, phone, and written issue.
- Experience providing services and support in a large organisation.
- Experience working within the international education industry.
- Strong English at a Professional Working Proficiency, including business writing, and speaking.
- Strong attention to detail and accuracy.
Capabilities
- Emotional Intelligence manages emotions to positively influence behaviour.
- Growth Mindset open to learning and new experiences, invests in development.
- Communicates engages others through persuasive and influential communication.
- Collaborates cultivates collabo
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