Position Overview
The Department Assistant provides administrative and operational support to ensure the smooth and efficient functioning of the department. This role involves coordinating daily activities, managing documentation, supporting team members, and serving as a point of contact for internal and external stakeholders.
Key Responsibilities
Administrative Support:
- Maintain and organize department files, records, and documents.
- Prepare and edit correspondence, reports, presentations, and other materials.
- Schedule and coordinate meetings, appointments, and departmental events.
- Handle incoming communications including emails, calls, and inquiries.
Operational Coordination:
- Assist in monitoring department workflows and deadlines.
- Track and process requisitions, purchase orders, and other administrative forms.
- Coordinate logistics for trainings, workshops, and other department activities.
- Support onboarding of new staff by preparing materials and assisting with orientation.
Data & Reporting:
- Compile and update department data, logs, and databases.
- Assist in generating regular reports and summaries for management.
- Conduct basic research or data gathering when required.
Financial & Resource Support:
- Assist with budget tracking, expense monitoring, and financial documentation.
- Support inventory management of supplies, equipment, and materials.
Team & Stakeholder Collaboration:
- Serve as a liaison between the department and other internal units.
- Support team members with administrative tasks and project coordination.
- Maintain a professional and welcoming environment for visitors and stakeholders.
Qualifications:
Education & Experience
- High school diploma required; Associate's or Bachelor's degree preferred.
- Previous experience in administrative or clerical work is an advantage.
Skills:
- Strong organizational and timemanagement skills.
- Excellent written and verbal communication abilities.
- Proficiency in office software (Word, Excel, PowerPoint, Outlook).
- Attention to detail and ability to manage multiple tasks.
- Ability to work independently and as part of a team.
- Professional demeanor and customer service orientation.
- Proficient in Mandarin is a plus
Competencies:
- Dependability and strong work ethic
- Adaptability and willingness to learn
- Problem-solving and initiative
- Confidentiality and discretion
