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We are now hiring an Administrative Officer.

Administrative Officer
The Oxford China Office (OCO) is seeking a resourceful and highly effective Administrative Officer who will handle correspondence, financial reporting, donor processing, filing, scholarship administration, office maintenance and logistical support for staff and senior leadership travel within China and across Asia. The role supports the wider mission of the OCO of creating deeper and better relations with alumni, donors and other constituencies in the Asia-Pacific region and may include some online and in-person event management. This position is based in Hong Kong.
 
Main duties

• Lead in the preparation of regular reports on donation income, expenditures, monthly finance reports, expense claims, group medical insurance, payroll, leave applications, lease and vendors’ contract renewal for the OCO, and maintaining full up-to-date files at the OCO, and provide support to the Director of Development, Asia, for budget submissions and forecasts, Reports for General Purposes Committee and other mandated reports
• Lead in the preparation of mailings, correspondence, and contact reports, and lead in uploading files, updating information and producing reports from the Development and Alumni Relations System (DARS) database to create a steady, incremental, measurable improvement in the quality of donor, prospective donor and alumni data
• Provide logistical and organisational support for the Director of Development, Asia, the wider OCO team, and visiting delegates from the University of Oxford for travel/logistics and scheduling meetings
• Manage incoming correspondence and telephone calls, communicating knowledgably with many influential people including donors, prospective donors, volunteers and University senior officers, professional staff and academics;
• Lead with incoming donations and donation coding on the DARS database, prepares tax receipts and donor thank-you correspondence, coordinate bank transfers to Oxford, prepare an annual summary of accounts for auditing, maintain petty cash, and assist the Director of Development, Asia, in monitoring the flow of funds through the office
• Provide support for the organisation of University and College events within and outside of Hong Kong, including attendance at these events, and lead these arrangements when so asked
• Provide significant support in the coordination of scholarship selection materials and correspondence with selection committee members for the Hong Kong Rhodes Scholarship and other Asia-focused scholarship programmes
• Provide support to the wider OCO team, as required, to deliver fundraising, stewardship, alumni engagement and public affairs priorities

 
The Administrative Officer will therefore play an important role in presenting the University externally, as well as presenting the office to the University.
 
Requirements

• University graduate or equivalent.
• Minimum 3 years relevant experience, small office experience an asset
• Strong English written and verbal communication skills
• Fluency in Cantonese and Mandarin and strong written Chinese
• Strong MS Office, Outlook and Chinese word processing skills
• Strong IT skills
• Good understanding of office practice and procedures
• Good understanding and attention to business protocols, especially when dealing with senior executives from the public and private sectors
• Detailed-oriented, well organized, a good team player & able to develop sound working relationships with colleagues
• Strong business acumen and the resourcefulness to support a busy small-office environment
• Strong work ethic and sense of responsibility
• Considerable organisational skills including the ability to prioritise work, meet deadlines and handle a variety of work in parallel, flexibility, initiative and a willingness to accept responsibility
• Excellent attention to detail
• The ability to solve problems and work calmly under pressure
• Proven experience of working in a team
• Able to produce work of a high standard and proof read her/his own work.
• Accurate word processing skills and good experience with spreadsheet and database packages. 

 
Attitudes

• Considerable tact and discretion required for dealing with highly confidential information
• Initiative in handling the day-to-day operations of the office
• ‘Can do’ attitude, proactive, solutions oriented
• Team player ready to get involved in all tasks required – ‘all hands on deck’

Salary and Benefits

• Salary and benefits commensurate with experience
• 5-day work
• Medical and dental coverage

Closing date

• noon, 28 March 2022

​To apply, please send your full resume with current and expected salary to info@oxforduchina.org.

University of Oxford China Office in Hong Kong
The University of Oxford is the oldest university in the English-speaking world and is consistently ranked among the top institutions globally.
 
The University of Oxford China Office in Hong Kong promotes the interests of the University within Greater China and other parts of Asia. The small team at the China Office works collaboratively with colleagues in Oxford and with volunteer organisations to foster connections between the collegiate university and alumni and donors living in the region. Reporting to the University of Oxford Development Office, the China Office works to secure support for the University and serves as a registered charity for donations made in Hong Kong. 

The following points lay down the foundations of the working ethos, culture and values of the Development Office. Aspirational and celebratory in turn, they provide a central framework for individual members of staff and teams, encouraging personal and professional growth.

We value each other – We respect the professional expertise of our colleagues. An approachable, friendly and kind office, we work in an environment where transparency of action and clarity of intent create openness and trust.

We work collaboratively – Whether within our own teams, across UODO, the collegiate University, or beyond, working collaboratively is second nature to us, and enables us to navigate complicated landscapes successfully.

We go beyond – We prize working with a high degree of autonomy and trust, and deliver a wide range of projects to the very highest standards. We are committed to personal, professional development.

We are part of something bigger – Our work supports the strategic priorities of the University of Oxford.

​We take pride in the contribution we – individually and collectively – make to the University.