Cheng Lian is an
administrative support staff. She provides assistance
to the Head of Department, Faculty Members and Visiting Professors.
Her job responsibilities :
Calendar/Appointments/Meetings: plan and schedule
appointments/meetings; followup; input data into electronic
calendar for Department Head.
Travel arrangements: liaise
with travel agents/finalise itinerary/seats reservation/e-tickets,
local transport arrangements; meet visa formalities, etc.
HR/Recruitment/Appraisal process:
assist the Head, Department Evaluation Committee (DEC) and Search
Committee in HR processes; setup overseas phone interview with
candidates/coordinate visit programme; compile dossiers/schedule
DEC meetings/meeting with faculty members, input data/check appraisal
forms/review return forms.
Correspondences/communications:
compose correspondences/emails; process hardcopy and
softcopy mail; teamwork and communications with other offices to
ensure smooth schedules and workings of the office; handle telephone
calls; coordinate/disseminate
seminar announcement; communicate information/circulars
to department; scan/fax transmit hardcopy documents.
Take minutes: department management
meetings.
Plan and Organize Workshops: send out communication/choose
refreshments/venue/finalise participants list/supervise logistics
during the event/followup on workshop handouts after event.
Oversee Logistics:
ensure research visitors and new faculty members logistics
arrangements are in place.
Website maintenance: coordinate
and execute website changes/improvements; create/update/upload/maintain
biography webpages for faculty members.
Data collation: assist Head/DEC/DERC/Curriculum
Committee members to collate/consolidate data.
Record keeping: storing, retrieving, and integrating information
(softcopy & hardcopy
documents).
Triennial Visiting Committee: organize VC
visit; plan visit programme/setup meetings/oversee logistics and
catering.
Personal Development/training: attend courses,
sharpen skills, keep relevant.
IT knowledge: SAP, Web-based systems, MS Office 2007, Mozilla
Thunderbird, Macromedia dreamweaver 8, IE, Adobe Acrobat 8. |