Administration Officer

Overview: RMIT Vietnam is seeking an Administration Officer provides high-level administrative, operational, and coordination support to the Director of IT Services and the IT Leadership Team, ensuring the smooth day-to-day operation of the department. The role also manages budget administration, recruitment and onboarding coordination, document control, inventory management, and departmental events while working closely with stakeholders across the university. WHY JOIN RMIT VIETNAM? At RMIT Vietnam, international exposure meets real-world impact through strong industry and government collaboration. Working at RMIT means building a meaningful career while creating impact in a high-performing environment. Further insight into our mission, impact and global connections is available in the RMIT Vietnam Profile. WHAT WE OFFER Competitive remuneration VND package for Vietnamese candidates. 13th month Tet bonus Private Health insurance for you and your family, plus Personal Accident Insurance Other benefits Generous annual leave, sick leave, volunteer leave and public holidays (Christmas and Tet Holidays) Professional development and career advancement Access to state-of-the-art facilities and resources A vibrant and diverse campus life and more! POSITION SUMMARY The Administration Officer is responsible for a broad range of administrative duties to support the IT Services department. The role provides high-level administrative and coordination support to the Director of IT Services and members of the IT Leadership team, including diary and meeting coordination, preparation of documents and reports, support for leadership team activities, and follow-up of key actions. The position is also responsible for supporting department budget administration, raising and following up job requisitions, coordinating hiring processes, and resource and service onboarding. In addition, the role supports the monitoring and maintenance of office equipment and inventory supplies, management of filing systems including financial records, and organisation and support of departmental functions and events. Key Accountabilities Summary Assist with a variety of daily administrative activities, including photocopying and scanning, preparation of purchase requests, purchase orders and payment vouchers for stationery, office equipment and office supplies for all RMIT Vietnam campuses. Provide executive-style administrative support to the Director of IT Services and members of the IT Leadership team, including calendar management, meeting scheduling, coordination of appointments, and support for leadership priorities. Prepare meeting agendas, coordinate meeting logistics, document meeting minutes where required, and follow up on action items to support timely completion. Assist in preparing reports, presentations, correspondence, briefing materials and other documentation for the Director of IT Services and IT Leadership team. Support department budget administration and update the line manager and finance partner on expenditure and accruals. Raise and follow up job requisitions and support the coordination of recruitment and hiring processes. Coordinate onboarding arrangements for new staff, contractors, resources and services within IT Services. Prepare travel requests and travel claims, and prepare monthly payment vouchers for taxi fares, mobile phone expenses, courier services and other office supplies. Input and track incoming and outgoing documents, both internally and externally to RMIT, via the Mail Tracking System on a daily basis. Organise departmental meetings, leadership meetings, semester functions, team building activities and other IT Services events. Support projects with quotations, purchase orders and payment vouchers. Support inventory management of ITS department assets and RMIT ITS equipment, licences and services. Maintain organised filing systems, records and administrative documentation to support operational efficiency and compliance. Prepare monthly reports on office administration status. Undertake other duties as required and directed by the Head of IT Services, in consultation with the Line Manager. Key Selection Criteria A tertiary degree in business, administration or a related field. Demonstrated experience of 4 to 5 years in a large office administration or executive support role. Strong administration experience with the ability to coordinate and prioritise competing work demands in a busy and dynamic environment. Financial acumen, including familiarity with budgets, expenditure tracking and expense management. Demonstrated ability to provide high-level administrative and executive support to senior leaders, including diary management, meeting coordination and preparation of reports and correspondence. Strong influencing and stakeholder management skills, with the ability to provide nuanced feedback, understand leadership direction and execute accordingly. Experience in coordinating hiring activities, including raising job requisitions and following up recruitment processes. Experience in coordinating onboarding for staff, contractors, resources or services. Proven ability to maintain confidentiality, exercise discretion and manage sensitive information appropriately. Ability to quickly learn and apply administration procedures and protocols in a timely manner. A highly motivated and proactive approach to work, with the ability to work independently and as part of a team. Acute attention to detail and accuracy when managing information, records and documentation. Prior experience and familiarity in using tracking systems and document control systems. Strong written and verbal communication skills in both Vietnamese and English. Excellent interpersonal skills and the ability to work effectively with stakeholders at all levels. Understanding of RMIT structure, policies and ability to navigate complex processes and procedures. Proficient use of Word, Excel, Outlook, SharePoint, Workday, PowerPoint, ChatGPT or similar AI tools. Ability to display appropriate behaviours in line with the position and RMIT Values. More information is available in the Job Description. HOW TO APPLY To be considered for this role, it is mandatory to submit both a resume and a cover letter. Please click on the 'Apply' link provided in this Job Ads to initiate the application process. Please note that we will be running a rolling recruitment process, so please apply as soon as possible. Compliance Requirements All academic appointments at RMIT Vietnam must meet University and local regulatory requirements, including English proficiency, background checks, and (for international candidates) eligibility for a work permit. English is the language of teaching and communication at RMIT Vietnam. For this role, the minimum requirement is IELTS (General) with a score of at least 5.5 (or equivalent, as outlined in the Recruitment, Selection and Onboarding Guidelines). Further guidance will be provided during the recruitment process. RMIT UNIVERSITY COMMITMENT RMIT is committed to the rights of students and staff to be safe, respected, valued, and treated as an equal in their place of study and work. All staff are expected to share this commitment and contribute to a safer community. While carrying out their role, staff are in a position of trust with students. Staff have a duty of care to report wellbeing concerns about students through the designated channels and uphold the code of conduct. RMIT Vietnam expects all staff members to comply with its Code of Conduct, policies and procedures, which relate to legal and regulatory requirements and our ways of working. IMPORTANT NOTICE: Please ensure that your application is submitted through our Workday system on the RMIT Careers page. We do not accept applications through other means. RMIT Vietnam will never request any fees or payments during the application process. Be vigilant about scams asking for payment to apply. For any questions or