Administrative Officer

About the XJTLU Entrepreneur College (Taicang)
XJTLU is China’s leading Joint Venture University, located in Suzhou, China. Founded in 2006, it now has more than 25,000 enrolled students in both Suzhou and Liverpool in the UK. The language of instruction, committees and administrative work at XJTLU is English.

XJTLU has developed a new campus site in Taicang – XJTLU Entrepreneur College (Taicang) (“XEC”), with the collaboration of the Taicang Municipal Government and industry partners, as part of its strategic priorities for the next ten years. Taicang is a county-level city in Greater Suzhou. Opening in September 2022, the Taicang site aims to be a pioneer of, an educational model for, the future campus in developing talents and leaders to meet local, national, and global challenges from the 4th Industrial Revolution. 

There are the following industry-themed Schools and education platform within XEC:

•    Academy of Artificial Intelligence and Advanced Technology
•    School of Intelligent Finance and Business
•    School of Intelligent Manufacturing Ecosystem
•    School of Robotics 
•    School of Internet of Things
•    School of CHIPS

•    Academy of Film and Creative Technology

•    Entrepreneurship and Enterprise Hub

In particular, the Entrepreneurship and Enterprise Hub (“EEH”) is a strategic core platform developed to forge close links between the University and cutting-edge industry practices, and to jointly build an innovative ecosystem that drives industrial upgrading and development. It comprises four platforms: Entrepreneurship Education, Enterprise and Industry Ecosystem, Entrepreneurship Incubation, and Industry Education.

About the role 
As a core member of the Taicang Central Office, the role of Administrative Officer provides high-quality administrative support to the academic staff, students, and business partners, including but not limited to project management, communication and coordination, document management and preparation, and business liaison. The role is based in Taicang and is expected to work closely with colleagues across the University. Through the Administrative Manager, the role reports to the Chief Operating Officer, Taicang, who oversees professional services support across XEC. The successful applicant would be proactive, reflective, and committed to on-time delivery, with excellent people skills to connect both internal and external stakeholders. 

Key Responsibilities and Duties
1. Contribute actively to daily operations of EEH by providing high-quality professional support for learning and teaching, research and social services.
2. Act as the first point of contact for external visitors, student inquiries, industry partners, and academic liaison matters. 
3. Act as the interface between the XEC professional services team and other professional services functions of the campus, such as the Campus Management Office, Student Affairs Office, Registry, MITS, etc., and play a key role in ensuring effective communication among these units, including but not limited to, academic quality assurance, student experience, staff development, data analysis, health and safety, and the dissemination of university-level notices and documents. 
4. As the main coordinator or project manager for organising events, activities, seminars, conferences and workshops to support the Entrepreneurship Education platform of EEH.  
5. Work with the Director of Industry Education to provide onsite support for the XEC-level executive education programmes, short courses, and training sessions, including but not limited to, logistics arrangements, guest speaker arrangements, hotel and catering booking, campus visits, and company trips. 
6. Coordinate with and maintain good relationships with external vendors that provide administrative support, such as travel agencies, car renting companies, and hotels. 
7. Work closely with academic colleagues, BD team and industry partners to ensure compliance with University regulations, policies and procedures, and with Chinese laws and regulations.
8. Prepare briefing papers, reports, business cases and other documentation to support the management team of the Entrepreneurship Education platform and EEH.
9. Work closely with marketing teams at both University and XEC levels to support the development and provision of marketing and promotion activities, channels and materials, such as website, social media, and newsletter. 
10. Perform any other work-related tasks assigned by the line manager.  

Qualifications and Skills
Experience
Essential 
– At least 3 Years of related work experience
– Experience in project management, dealing with external stakeholders and working with Senior Management
Desirable
– Experience of working in a maker’s space, incubator, or an innovation park. 
– Experience of working in a higher education context, preferably in an international environment, or experience of working in an international commercial environment. 
– Experience with strategic and/or project planning and data analysis
Educational 
Essential 
– Master’s degree 
Desirable
– Certificate in Project Management 

Skills and Knowledge 
Essential
– Bilingual (English and Chinese) with written and spoken skills in both languages
– Excellent organisational skills
– Sense of customer services 
– Excellent interpersonal skills
– Ability to work with people from diverse cultural backgrounds 
– Ability to prioritise a variety of tasks and meet deadlines
– Excellent IT skills
Desirable
– Sound awareness of cultural diversity within an international environment  
– Knowledge of the UK higher education system
– Knowledge of issues associated with the higher education industry, preferably in an international context