Academic Administration Officer

Updated: 2 months ago
Job Type: FullTime


RMIT is a multi-sector university of technology, design and enterprise with more than 96,000 students and close to 10,000 staff globally. The University’s mission is to help shape the world through research, innovation and engagement, and to create transformative experiences for students to prepare them for life and work.

Our three main campuses in Melbourne are located in the heart of the City, Brunswick and Bundoora. Other locations include Point Cook, Hamilton and Bendigo, two campuses in Vietnam (Hanoi and Ho Chi Minh City) and a centre in Barcelona, Spain.  RMIT is a truly global university.   

We are also committed to redefining our relationship in working with, and supporting, Indigenous self-determination. Our goal is to achieve lasting transformation by maturing our values, culture, policy and structures in a way that embeds reconciliation in everything we do. We are changing our ways of knowing, working and being to support sustainable reconciliation and activate a relationship between Indigenous and non-Indigenous staff, students and community. Our three campuses in Melbourne (City, Brunswick and Bundoora campuses) are located on the unceded lands of the people of the Woi Wurrung and Boon Wurrung language groups of the eastern Kulin Nation. 


Our people make everything at the University possible. We encourage new approaches to work and learning, stimulating change to drive positive impact. Find out more about working at RMIT University, what we stand for and why we are an Employer of Choice.    

We want to attract those who will make a difference. View RMIT’s impressive standings in university rankings.


RMIT is a global university of technology, design, and enterprise. We are global in footprint and even more importantly, we are global in mindset. We are committed to making a positive impact wherever we go. The wider our reach, the deeper our connections, the greater our impact.

RMIT University Vietnam (RMIT Vietnam) is a campus of RMIT University with over 1,200 staff and 15,000 students, in three locations, and recently awarded one of the Best Companies to work for in Asia 2023. From a media perspective RMIT Vietnam enjoys a 40% share of voice in the sector. It brings a world-class education and globalised study environment to the heart of Asia, offering programs in business, technology, communication, design, fashion, and English language. It boasts an impressive range of extra-curricular activities that encourage students to innovate and network globally.

Degrees are awarded by RMIT in Australia and taught in English, enabling Vietnamese students (and visiting international students) the opportunity to receive an international education without having to leave home. 


The School of Communication & Design (SCD) is committed to providing an international learning environment that encourages cultural awareness, critical thinking, experimentation and - above all - the ability to think differently. Our students develop the competence, confidence and professionalism needed for successful careers in communication, design, fashion, film and video, and languages.


The Academic Administration Officer provides administrative support to the Program Managers, Course Coordinators and academic staff within their allocated department or business unit, including but not restricted to administrative and secretarial support for meetings (including meeting scheduling, minuting and circulation of meeting documents), Program Manager calendar management, student engagement activities and departmental events, staff travel, leave, recruitment, and staff induction. The Academic Administration Officer provides reports to the School Manager and Senior Academic Administration Officer as requested.

Key Accountabilities

  • Provide high quality administrative support to staff and students of the relevant department including, but not limited to: departmental applications and forms, facilitation of eProcurement processes, management of file systems, student advisement, management of administrative resources and teaching materials, meetings arrangement and minute taking, translation services, research support, leave calendar and travel arrangements, records of internship and Professional Development, support of CES activities, and contract preparation.
  • Contribute to the development and management of SCD Committees through attending Committee meetings, preparing agendas and minutes, providing advice and recommendations related to administrative processes and procedures and support committee recruitment processes.
  • Provide administrative support to relevant stakeholders including, but not limited to, managing program assessment board and at-risk students, organizing and supporting the Student-Staff Consultative Committee, teaching and timetabling allocations, course assessment processes, changes to grades processes, student feedback and complaints.
  • Assist in coordinating, organising and running internal and external events through arrangement of logistics, catering, marketing and invitations for department and School wide events including, but not limited to guest lectures, intensive study courses, student company visits, corporate trainings, international visitors, Academic staff visits to schools, and industry engagement events. Manage all SCD assets including but not limited to computers, printers, multi-functional device (MFD), laptops, tablets, AV equipment. The management includes AV loans services, asset reports, transfer, disposal, purchase of replacement and new additional items, and maintenance services.
  • Regularly manage departmental projects including coordinating and planning the project, recruiting staff and student volunteers, managing budgetary requirements, reporting the project status to management and documenting project activities.
  • School-wide marketing related activities support including monitoring and updating intranet (and other marketing channels (i.e., Facebook)) content related to courses, programs, department information and providing bilingual coordination with Communications and Marketing Department to deliver program information on RMIT website.
  • Prepare all necessary documents for staff recruitment including, but not limited to job description, CVs for Program Manager to review and interview. Prepare and process HR related documents for hiring new staff, reappointment, reclassification, workload variation, etc.
  • Liaise with Saigon Administrative Staff regarding documentation approval to ensure a smooth operation between RMIT HN and SGS.
  • Professional Development: undertake Professional Development training and activities as outlined in individual Work Plans, or as directed by the School Manager.
  • Coaching new admin staff to ensure the staff receive appropriate induction and knowledge to perform their tasks efficiently and in accordance with RMIT policies and procedures.
  • Other duties as requested by the School Manager and the Senior Academic Administration Officer.

Key Selection Criteria

  • A relevant bachelor’s degree with significant relevant experience in an administration role.
  • Excellent communication skills, both written and oral, communicating with precision in relation to regulatory matters but with sensitivity to the need for clear and unambiguous communication with students.
  • Demonstrated computer proficiency in programs such Microsoft Word, Excel and Google Docs to intermediate level.
  • Well-developed interpersonal skills, including negotiation, liaison, and cross-cultural communication; the ability to convey complex information, ideas and concepts clearly and efficiently to a variety of different audiences.
  • Demonstrated ability to work independently and as part of a team.
  • Demonstrated organisational skills, including time management and ability to prioritise and manage a range of tasks pro-actively.
  • Demonstrated skills in database management and record keeping.
  • If English is not your first language, evidence of a General IELTS Score of 6.5 (or equivalent) during the last twelve months should be provided.
  • Knowledge of IT and multi-media related applications preferred.
  • Demonstrated ability to analyse, interpret and evaluate information.
  • Ability to display appropriate behaviours in line with the position, as per the RMIT Behavioural Capability Framework (Connectedness, Commitment to Excellence – Improve and Simplify, Imagination and Innovation, Impact, Inclusion, Agility).


English is the language of teaching and communication at RMIT Vietnam. For this role, the minimum requirement is IELTS (General) score of at least 6.5 (or equivalent, as outlined in the Recruitment, Selection and Onboarding Guidelines).


  • Competitive gross salary starting from 17,325,000VND in meeting all the key selection criteria.
  • Private premium medical insurance for employee and immediate dependents
  • 13th month bonus
  • 20 days annual leave, 5 days paid leave Xmas closure, plus public holidays and paid sick leave.
  • Flexible working opportunities
  • Personal and professional development opportunities


To apply for this role, please submit your CV and a cover letter addressing your suitability to the key selection criteria for this position by clicking on the ‘Apply’ link.

Please note, we will be running a rolling recruitment process, so please do not wait until the closing date to apply.

RMIT is an equal opportunity employer committed to being a child safe organisation. We are dedicated to attracting, retaining and developing our people regardless of gender identity, ethnicity, sexual orientation, disability and age. At RMIT, we are committed to supporting adjustments throughout the recruitment and selection process, as well as during employment. We actively support and encourage people with disability to apply to RMIT.

Applications Close:
9 thg 3 2024 11.59 pm

RMIT University Vietnam (RMIT Vietnam) is a campus of RMIT University. RMIT Vietnam is creating an innovative research, teaching and learning culture. We are committed to providing internationally recognised high-quality education and professional training for our students, clients and members of the community.  As an internationally recognised Australian university based in Asia, RMIT Vietnam is assisting in the development of human resources capability in Vietnam and the region.

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