Office of Administration & Management

I. Functions

The Office of Administration & Management is in charge of the following tasks: Administration – Human Resources; Archive; Reception - Hospitality; Asset Management; Business Development; Medical Services; Library; Dormitory Management; Technical Services; IT; Security & Cleaning Service; Driver.

II. Responsibilities

1.   Human Resources Management

• Building and proposing the annual recruitment plan for other offices; cooperating with other offices in evaluating employees in trial period;
• Cooperating with other offices in staff management;
• regulations in the field of human resources management;
• Monitoring the implementation of labor regulation and other regulations related to human resources management;
• Presenting documents related to human management to the Chairman and the President; researching and designing plans for establishment, merge, and separation of the organizations in the university;
• Developing and presenting the human resources development plans and organizational structure to the Chairman and the Committee of School Management;
• Supporting the Chairman and the Committee of School Management in directing the reward and punishment policies of the university;
• Archiving and updating information of employees and other documents; making monthly employee report;
• Managing documents of inviting lecturers in other offices;
• Managing the implementation of labor policies such as insurance, health insurance, birth leave…;
• Signature confirmations and labor status confirmation;
• Permitted to sign periodic contract with employees working part-time under 6 months;
• Designing newspapers of the university by the demand of the university leaders.

2. Administration – Archive

• Purchasing equipment for the university;
• Building the document system for document archive and organization;
• Receiving and sending documents within and outside of the university; archiving original documents;
• Managing all activities related to the archive and the issue of administrative policies in the university;
• Keeping and using the seals of the university by the law;
• Organizing storage for document archive;
• Issuing the introduction paper to employees; making license, employee card and student card; confirming copies for documents, transcripts and decrees.

3. Reception - Hospitality

• Reception and phone answering;
• Preparing for meetings and hospitality at the university;
• Cooperating with IT and Technology office to prepare for big events of the university;
• Communicating with other offices and offices to prepare for events of the university.

4. Business Development & Assets Management

• Searching for and conducting the economic and service contracts of the university;
• Purchasing and distributing equipment and tools for teaching and learning activities within the university based on the school’s regulations;
• Monitoring contracts and reporting on business activities to the university’s leaders;
• Managing the maintenance and repair of the university’s asset;
• Monitoring the use of equipment in the other units of the university;
• Managing and archiving all documents related to the university’s asset including: property, building, equipment and machine, tools…
• Running annual and sudden asset inventory when requested; cooperating with the Office of Accounting to monitor and liquidate broken asset;
• Cooperating with other offices to purchase and manage the necessary protective equipment and fire extinguishers; monitoring the fire prevention and extinguish;
• Setting timetable for lecture halls in accordance with the teaching plans of the university. Monitoring the use of lecture halls in the university.

5. Medical services

• Organizing the health general check-ups for all freshmen at the beginning of the semester;
• Organizing the healthcare activity of staff and lecturers in the university;
• Building plans for the medicine purchase and distribution in accordance with the regulations. Ensuring the medicine safety; 
• Cooperating with other units of the university to ensure environmental hygiene, epidemic prevention and food safety.

6. Library

• Arranging, archiving, conserving documents; building suitable search system; arranging automatic information search network; building database;
• Enriching and developing domestic and foreign information resources to meet the demand of teaching, learning, research and technology transferring of the university; receiving published works of the university such as dissertations, text books, conference record, published articles, learning materials…;
• Managing and serving readers (staff, lecturers, students); monitoring the borrowing and lending of documents…;
• Monitoring the library activity and reporting to the university’s leaders;

7. Dormitory Management

• Building plan for the dormitory management, use and development; building plan for the construction, improvement and equipment purchase for the dormitory;
• Organizing and managing students living in the dormitory in accordance with the university’s regulations; registering temporary residence identification for students living in the dormitory;
• Organizing guards for the dormitory;
• Periodically checking and proposing solutions to maintain the water and electricity system and infrastructure of the dormitory;
• Cooperating with the regional police to set up security plan to protect students living in the dormitory; cooperating with the medical unit to ensure the public health and epidemic prevention of the dormitory;

8. Technical Services

• Managing and conserving assets; managing the use of water, electricity, fire extinguishers and labor safety;
• Setting plan for the repair and maintenance of the university’s assets; 
• Frequently monitoring and updating equipment: purchase or liquidate equipment and report to the university’s leaders;
• Cooperating with government officials on managing the use of electricity and water;
• Cooperating with other units to prepare infrastructure for the university’s activities when requested.

9. IT

• Organizing, managing and maintaining the information system and the computer network of the university such as Wireless devices, INDOOR and OUTDOOR devices; servers and hubs (router, switch, modem…)
• Maintaining and supporting the information system and network among offices and other units of the university; consulting and supporting the university’s offices to build and develop their own information system;
• Managing the network on Intranet and Internet platforms: managing Internet connection (leased line, ADSL line), ensuring network security as well as softwares and data used in the university’s network.
• Implementing plans of developing network system and infrastructure, network applications and services of the university;
• Building plans for purchasing, maintaining, repairing and replacing equipment related to the network system of the university; making periodical reports on these equipment to the university;
• Participating in IT projects and applying IT in the university;
• Upgrading, maintaining, and fixing technical problems; ensuring the continuous operation of the information system and computers in the university;
• Building regulations on network connect, data exchange and managing users in the university’s network;
• Managing the information portal of the university; updating information and data on the website of the university;
• Cooperating with other units to prepare for events of the university;

10. Security:

• Ensuring order, security and safety of the university, staff, lecturers and students; protecting property and assets;
• Ensuring security in all events and activities of the university such as examinations, semester, meetings, conferences…;
• Pioneer in fire and explosion prevention; proposing necessary suggestion to improve the fire and explosion safety in the university;
• Cooperating with police to deal with illegal issues occurred in the university and ensure security;
• Periodically reporting to government officials on the security issues in accordance with regulations;
• Checking and writing daily monitoring diary of infrastructure, asset and property in accordance with regulations;

11. Cleaning Services:

• Performing cleaning service in classrooms, lecture halls, offices, restrooms and other areas of the university; serving water for students, staff and lecturers, and meeting;
• Monitoring and reporting the damage, loss or misplace of equipment;
• Managing cleaning tools and making request to buy or liquidate cleaning tools;
• Cooperating with other units to prepare for events of the university;

12. Driver:

• Preparing drivers in the business trips of the university’s leaders; 
• Drivers monitor and make monthly reports on the use of the university’s cars; drivers monitor the periodical maintenance based on the maintenance plan;
• Cooperating with other units to serve when requested.