Assistant Officer (Administration) - Biosciences Central Research Facility at Hong Kong University of Science and Technology (HKUST)

Hong Kong Island, Hong Kong, China -

Full Time

Start Date

Immediate

Expiry Date

17 Aug, 26

Salary

0.0

Posted On

19 May, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Document Management, Procurement, Invoicing, Workflow Optimization, Problem Solving, Project Coordination, Microsoft Office, English Proficiency, Cantonese Proficiency, Putonghua Proficiency, Stakeholder Management, Inventory Management, Reporting, Attention To Detail, Communication

Industry

Higher Education

Description

Department: Biosciences Central Research Facility (CWB) Job Posting Details The Biosciences Central Research Facility (BioCRF, CWB) at HKUST is a premier core facility dedicated to advancing biological research through cutting-edge technologies. We support interdisciplinary scientific discovery by providing researchers with access to state-of-the-art instrumentation and expertise. We are seeking a proactive, detail oriented Assistant Officer to support BioCRF operational and administrative activities across both BioCRF 1.0 and 2.0. The successful candidate will self initiate learning, manage documents and reports to university standards, investigate and improve administrative workflows, and support ad hoc initiatives and cross team communications. Key Responsibilities: Prepare and maintain files, reports, inventory records, door lock system, account balance, monthly external & internal invoicing, and procurement system in accordance with University standards. Proactively learn and apply BioCRF operational procedures; identify issues and engage supervisors and stakeholders to resolve them without prompting. Provide timely, proactive status updates to supervisors on outstanding issues and progress; demonstrate willingness to support colleagues and go the extra mile during operational hiccups. Ensure accuracy and timeliness of documentation and make amendments as required. Investigate and evaluate administrative workflow options for BioCRF 1.0 and 2.0; develop and present actionable recommendations. Support implementation of selected workflows and provide ongoing administrative support across both branches. Produce monthly operational updates for the Assistant Director, documenting smooth operations and any issues encountered between the two branches. Assist with ad hoc initiatives: liaise with internal and external parties to clarify needs, seek solutions, and follow through on agreed actions. Perform other administrative duties as assigned to support BioCRF objectives. Requirements: Bachelor's degree in administration, business, or related field preferred. Proven experience in an administrative or clerical role, preferably within a university, clinical research, or laboratory support environment. Strong initiative and problem solving skills — able to work independently and proactively escalate or resolve issues. Excellent attention to detail, accuracy in documentation, and ability to meet deadlines. Strong communication skills, with proficiency in written and spoken English and Chinese (Cantonese or Putonghua); comfortable liaising with multiple stakeholders; ability to work independently and as part of a team. Organized, able to manage multiple tasks and priorities; basic project coordination skills. Proficiency with Microsoft Office (Word, Excel, Outlook); familiarity with document management systems and invoicing processes preferred. Prior exposure to workflow design or process improvement activities. Familiarity with university administrative standards and reporting requirements. (Duration: 1 year, renewable) (Applicants who have responded to the previous advertisements need not re-apply.) Starting salary will be commensurate with qualifications and experience. Fringe benefits including annual leave, medical and dental benefits will be provided. Please apply on or before: 9 June 2026. (Information provided by applicants will be used for recruitment and other employment-related purposes. Applicants should read the Personal Information Collection Statement before submission of application.) HKUST is an equal opportunities employer and is committed to our core values of inclusiveness, diversity, and respect. Founded in 1991, the Hong Kong University of Science and Technology (HKUST) is a leading international research university dedicated to advancing science, engineering, business & management, and humanities & social sciences. We nurture the next generation of leaders through world-class undergraduate and postgraduate education, while driving impactful research that benefits society. HKUST comprises the Schools of Science, Engineering, Business & Management, and Humanities & Social Science, together with an Academy of Interdisciplinary Studies and multiple research centers. With English as the primary language for teaching, research, and administration, HKUST provides a dynamic and global learning environment that fosters creativity, innovation, and collaboration. At the heart of HKUST’s mission is our commitment to attracting and supporting top talent worldwide. We value diversity and inclusion, and are dedicated to building an inspiring community where students, faculty, and staff can excel and make a difference. 👉 Learn more: hkust.edu.hk/about Please direct your enquiries or comments to:- E-mail: careers@ust.hk

Responsibilities

The role involves managing administrative operations, invoicing, and procurement for the Biosciences Central Research Facility. The candidate will also evaluate and improve administrative workflows and provide operational updates to the Assistant Director.