Administration Officer (St Hugh College Vientiane)

Key Responsibilities

Administration

• Provide day-to-day administrative support to the Office Manager, as well as academic and non-academic departments.
• Assist with student enrolment, registration, and maintenance of academic records.
• Prepare, maintain, and file documentation, correspondence, and reports.
• Arrange meeting rooms and organise refreshments appropriate to meeting requirements.
• Organise classrooms based on academic scheduling and requirements.
• Support the organisation of academic events, seminars, examinations, CPD workshops, and departmental activities.
• Act as the first point of contact for staff, students, and external enquiries.
• Manage office resources, supplies, and facilities to ensure operational efficiency.
• Support international partnerships by ensuring administrative and financial requirements are met.
• Coordinate with internal teams (NUCK, BUV,  English ) to meet academic and administrative needs. 
• Liaise with CPD and language departments to ensure smooth operations and appropriate resource allocation.
• Collaborate with the Operations Team to ensure the College is presented to a high standard in readiness to welcome students.

Admission Enquiry Handling

• Respond promptly to all enquiries (phone, email, social media, walk-ins)
• Explain programmes clearly to students and parents
• Conduct initial consultations with prospective students and parents
• Follow up with potential students
• Track enquiry status within CRM or admissions database

Application Processing

• Guide applicants through the application process
• Review submitted documentation for completeness
• Prepare offer letters
• Coordinate with Academic team for eligibility

Enrolment Support

• Assist students with enrolment procedures
• Address parent concerns and questions
• Track tuition payment coordination
• Maintain updated student database
• Coordinate enrolment documentation and fee payment process
• Ensure smooth onboarding into academic programme

Onboarding: 

• Coordinate registration days, 
• orientation schedules, and initial fee-payment verification alongside the finance team. 

Finance Support

• Petty Cash Handling: Manage the College’s petty cash fund, ensuring accurate and timely processing of small payments for day-to-day operational needs.
• Recording Transactions: Maintain detailed records of all petty cash and general financial transactions, ensuring proper documentation and reconciliation.
• Reconciliation: Regularly reconcile petty cash balances and other payments with receipts and expenditure records to ensure accuracy and transparency.
• Budgeting & Reporting: Track petty cash spending and assist in preparing monthly reports for senior management to review budget performance and cost control.
• Payments & Reimbursements: Process cash advances, staff reimbursements, and general payments in line with College financial policies.
• Compliance: Ensure all disbursements (petty cash and other payments) comply with College financial procedures, maintaining accountability and transparency.
• Audit Support: Assist the Finance Department in preparing documentation for audits and internal reviews. 

Data & Reporting

• Maintain accurate student, staff, and financial records.
• Compile reports on enrolment, attendance, and financial activities when required.
• Ensure adherence to data protection, confidentiality, and compliance standards.

Requirements

• Bachelor’s degree in Business Administration, Education Management, or a related field (Finance knowledge an advantage).
• Minimum 1–2 years’ experience in administration (experience in education preferred).
• Familiarity with financial processes such as payments and record-keeping.
• Experience in an international or multicultural work environment is desirable.
• Strong attention to detail and comfort with spreadsheets/system data.
• Good communication skills in Lao and basic English.
• Reliable, organised, and disciplined.
• Strong interpersonal skills and confidence speaking with parents/students.
• Organised and detail-oriented
• Comfortable using Microsoft Office messaging tools.

Skills & Competencies

• Strong organisational and administrative skills.
• Excellent communication and interpersonal abilities.
• Proficiency in Microsoft Office; knowledge of financial systems is a plus.
• Accuracy and attention to detail in both admin and finance tasks.
• Ability to multitask and manage competing priorities effectively.
• Professional discretion, integrity, and cultural sensitivity.