Event/Joint PhD programme Administrator, Graduate School

Ningbo, China
13 Nov 2017
End of advertisement period
30 Nov 2017
Contract Type
Full Time

Closing Date: 30 November 2017

Contract Status: Full-time

Vacancy: 1

Salary & Benefits: RMB 139, 000 to RMB 197,000 per annum before all deductions, depending on qualifications and experience

Working Location: Ningbo



  • Bachelor’s degree; 
  • Excellent data management and analysis skill;
  • Excellent communication, writing and speaking skills in English;
  • Excellent planning and organisation and project management skills;
  • Excellent inter-personal and presentation skills;
  • Excellent time management and prioritising skills;
  • Experience of events/project work in higher education environment;
  • Experience of working with people from different cultures and backgrounds;
  • Attention to detail;
  • Confident, professional and proactive;
  • Can-do attitude and strong service oriented mentality;
  • Collaborative and flexible
  • Good team player as well as an able organiser;
  • Perform well under pressure;
  • Quick learner and self-starter.


  • Master’s degree;
  • Customer services awareness;
  • Project management experiences;
  • Multi-tasking skills.

Main Duties and Responsibilities

  • Deal with pre-arrival enquires; support the arrangement of new PGR student’s registration and induction. Putting in new PGR students’ insurance and stipend requests on WebOA system and local government’s system; support and chase down current students’ registration;
  • Update, manage and sort PGR students’ data and scholarship data;
  • Manage and process PGR students status change applications, including change of supervisors, applications for interruption, withdrawal and extension, and inform relevant departments once processes;
  • GTA/GRA and Non GTA/GRA application and employment form sign up, GTA/GRA and Non GTA/GRA payment claim approval on Web OA system and number of hours recording locally. Logistic support to GTA/GRA trainings and other training sessions;
  • Support PGR submission and Viva examination processes, including:
    • remind students of thesis submission on time
    • receive notification for submission, liaising with supervisors and Schools for the nomination of internal and external examiners, facilitating examiners’ approval process within UNNC and with UNUK;
    • inform internal and external examiners of the examination process and their responsibilities in the process, posting students’ thesis (hard copies and/or soft copies) to examiners, advising examiners/Faculty PGR administrators on logistics support for Viva examination processes;
    • collect all required reports from examiners after the Viva and informing students of the results;
    • work with examiners, PhD students and UNUK to facilitate thesis correction and final submission processes;
    • confirm PhD students’ eligibility for graduation and inform all relevant parties;
  • Manage and maintain GS public mailbox and answer enquiries, provide various official letters PGR students require for Visa application, attending conferences, etc.;
  • Support the organisation and delivery of events and activities designed for PGR students, supervisors and early career researchers, including training support, conference organisation and social activities etc.;
  • Plan and run the Graduate School travel prize, and liaise with academics and Finance Office etc. as necessary;
  • Attend relevant training to enhance own skills and capabilities in delivering successful services, and share relevant knowledge and skills with team members;
  • Support GS departmental event and activities as necessary;
  • Participate in training and staff development, as trainer or trainee as appropriate, to develop and foster relevant expertise and awareness;
  • Maintain a proactive and flexible approach to delivering work objectives and assisting other members in global engagement team as and when appropriate;
  • Any other duties appropriate to the grade and role.

This job description may be subject to revision following discussion with the person appointed and forms part of the contract of employment.

How to Apply

Please send job application with the following documents before the closing date:

  1. UNNC Application Form (please download from here);
  2. Cover Letter;
  3. CV

Please kindly note that all documents should be completed in English and in Word/ PDF format.

Late or incomplete application will not be considered to be shortlisted.

Please send application and enquiries to