Job Title: Assistant Supervisor for Graduation (Academic Registry Services)
Department: Department of Academic Registry Services (ARS), HKUST(GZ)
Job ID:

Job Posting Details

Formally established in June 2022, the Hong Kong University of Science and Technology (Guangzhou)(HKUST(GZ)) is a cooperatively-run university between the Chinese mainland and the Hong Kong Special Administrative Region. HKUST(GZ) has obtained approval from the Ministry of Education (MoE) and become the first legally-independent educational institution co-established by the Mainland and Hong Kong since the announcement and implementation of the “Outline Development Plan for the Guangdong-Hong Kong-Macao Greater Bay Area” and the “Overall Plan for Deepening Globally Oriented Comprehensive Co-operation amongst Guangdong, Hong Kong and Macao in Nansha of Guangzhou”. With a spirit of pioneering innovation, HKUST(GZ) charts new territories in cross-disciplinary education and explores new frontiers in pedagogies, aiming to serve as a role model of the mainland-Hong Kong integrated educational development and become a world-famous high-level university, endeavoring to nurture future-oriented, high-level and innovative talents.

In response to the increasingly complex challenges faced by the rapidly changing world, HKUST(GZ) adopts a brand-new and cross-disciplinary academic structure featuring “Hub” and “Thrust” to substitute the conventional one characterized by “school” and “department”, facilitating cross-disciplinary integration while vigorously developing emerging and frontier disciplines. This is a groundbreaking move in the higher education community across the globe.


Duties

The Department of Academic Registry Services (ARS) is seeking a highly qualified candidate to lead the Graduation Team within the ARS department. The Assistant Supervisor will be responsible for overseeing day-to-day graduation processes and managing the team to ensure smooth and effective operations. This role will require strong leadership, coordination, and management of tasks related to graduation checks and related activities, ultimately ensuring an efficient and memorable graduation experience for students.

Key responsibilities include:

1. Leadership and Team Supervision: Oversee and lead the Graduation Team, ensuring high-quality and efficient execution of all graduation-related processes. Foster a collaborative and productive team environment, ensuring deadlines are met and tasks are handled smoothly.
2. Graduation Process Management: Supervise the graduation checking process, including degree verification, eligibility confirmation, and processing applications for credit transfer or curriculum deviations. Ensure all students meet graduation requirements within set timelines.
3. Data Management and Reporting: Lead the generation of official records and reports for potential graduates. Oversee the accurate input of data into the Student Information System (SIS) and other campus systems.
4. Ceremony Support and Coordination: Coordinate the logistics and operations for graduation ceremonies, ensuring all aspects run smoothly from a registration perspective to event execution.
5. Collaboration and Communication: Serve as the primary point of contact for faculty, staff, and students regarding graduation-related inquiries. Provide timely responses and clear guidance on academic policies, procedures, and graduation requirements.
6. Ensure Data Security: Maintain confidentiality and protect student data in accordance with relevant data protection regulations. Supervise the secure handling of all student records and sensitive information.
7. Problem-Solving and Process Improvement: Identify opportunities for process improvements in graduation-related activities. Suggest and implement best practices to enhance efficiency, accuracy, and student satisfaction.
8. Other Duties as Assigned: Take on additional responsibilities as needed to support the department’s goals and the University's mission.

1. Educational Background: A Bachelor’s degree or higher. A degree in Statistics, Science, Engineering, Finance, Accounting, or a related field is preferred.
2. Experience: At least 3 to 5 years of relevant experience in an academic registry or related role in an international higher education setting, with at least two years of supervisory experience.
3. Language Proficiency: Excellent command of written and spoken English and Chinese.
4. Leadership Skills: Demonstrated ability to lead a team, manage competing priorities, and motivate others to achieve goals.
5. Self-motivation and Initiative: Ability to work independently with high levels of initiative, responsibility, and professionalism.
6. Interpersonal and Organizational Skills: Strong organizational skills with attention to detail and the ability to resolve problems efficiently. Excellent communication and interpersonal skills.
7. Technical Competencies: Proficiency in Microsoft Office and familiarity with student information systems (SIS), database management, and technology applications for student/faculty services.
8. Presentation Skills: Strong presentation skills, with the ability to deliver clear and engaging presentations to both small and large audiences, including students, faculty, and staff. Experience in preparing reports and presenting findings effectively.
9. Cultural Sensitivity: Awareness of and sensitivity to diverse cultures and backgrounds, supporting inclusivity and respect in all interactions.
The successful candidate will be stationed at the GZ Campus but may be required to travel to the CWB campus occasionally for integration of practices.

This is a Mainland appointment, and the appointee will be offered a contract by HKUST(GZ) entity in accordance with the Mainland labor laws and regulations. Starting salary will be commensurate with qualifications and experience.

Application Procedure

In support of a green work environment, we accept applications submitted online only. To apply, please register and log in via this link: https://career.hkust-gz.edu.cn/en/career and search for the opening by Job ID or Job Title. Applicants should include a Resume in their applications, and could check their application status via the recruitment website. We thank applicants for their interest but advise only shortlisted candidates will be notified of the result of the application. In exceptional circumstances, for example unsuccessful application, please contact Human Resources Department at gzhr@hkust-gz.edu.cn or 020-88331237.
(Information provided by applicants will be used for recruitment and other employment-related purposes only.)

HKUST (GZ) is an equal opportunities employer and is committed to our core values of inclusiveness, diversity, and respect.