MBA Program Assistant

MISSION
As MBA Program Assistant, you are a member of the MBA team. You are in charge of watching over the MBA program's activities with other team members. You have to make sure the MBA program go smoothly in order to better serve students, professors and Directors.
ACTIVITIES / TASKS
• Manage administrative work of MBA program
• Establishing the schedule of MBA program in coordination with Scientific/Academic Directors and CFVG-Hanoi
+ Planning timetables for an entire year: courses, focus hours, final exam, resit exams
- Contact Scientific/Academic Directors and CFVG-Hanoi to receive the yearly schedule
- Double check information with professors as soon as you get the schedule and inform the professors of the class profile
- Update schedule on EXCEL, CANVAS and Google calendar regularly based on schedule modification and inform students, Academic Director and colleagues about any important change.
• Ensure course materials:
- Contact the professors as soon as they are scheduled and ask for approval regarding the class size and proposed timetable, if there is a book to order, if there are documents to be given in advance and read by students, if there is a paper exam.
- Make sure professors fill CFVG EPAS online-syllabus properly before each course
- Ensure the course materials and course schedule are updated on CFVG systems (CANVAS, server) and inform students via announcement regularly.
 Ensure course exam:
- Before exam: check with the professor the reception of the document; exam modality; students allowed for exam based on attendance; process to receive the copies (address, duration).
- After exam, cooperate with colleague to collect all the documents and attendance list, scan all the documents, send a soft copy to professor, send a hard copy to professor through DHL, keep track of DHL code, send an email to professor with DHL code, sending date, expected delivery date and the grade report for marking.
- Double check grade coefficient with professors and Scientific/Academic Directors.
- Make sure professor grades match with copies.
- Update grades on grade table, on CANVAS.
+ Planning Scientific Director's schedule before their visit in coordination with Mar-Com Department and CFVG Co-Directors: company visits, meeting with program representatives, meeting with focus hours lecturers, interviews, jury, ... and inform Scientific Director about the schedule and logistics issues.
+ Plan and manage jury of thesis/Consultancy Project oral defense with Scientific/Academic Directors and students:
- Plan Scientific Director's venue and propose slot for jury of dissertation/Consultancy Project oral defense, inform students in advance of the defense and modalities
- Invite jury members under the guidance of Scientific/Academic Directors
- If any, prepare the contract and payment for all jury members.
 Maintain students, professors and Focus Hours lecturers files updated (their CV in soft and hard files);
+ Prepare Professors' contract according to the CFVG regulations in coordination with the Accounting department
+ Under the guidance of Scientific/Academic Directors, prepare contract of Tutors for supervising Dissertations/Consultancy Projects, if any, and make sure that students doing Dissertation/Consultancy Project under Tutors' supervision in a smooth way;
+ Daily contact with students and report to the management concerned issues, if any
+ Prepare the scholarship nomination for approval; sending the result to the students upon completion,
+ Update Student Guidebook under the guidance of Scientific/Academic Directors.
• Actively participate in CFVG program recruitment campaign:
• Work closely with the Mar-Com Department to plan the recruitment campaign: joining Open Day and Information Day, gathering the applications, provide information to potential students, planning the interviews, sending feedback, ...
o Check and screen candidates' applications to be sure everything is submitted and matched with CFVG program's requirements,
o Participate in organizing the written exams under the guidance of Scientific/Academic Directors,
o Once the interview days for recruitment are fixed, double check Scientific Director's participation (flight ticket and hotel booking or online) with CFVG Co-Directors,
o Prepare the contract and payment for all jury members, if any,
o After jury decision, collect all individual and group evaluation, and prepare the report for final decision,
o Keep track of candidate status and answers, inform Mar-Com Department and update recruitment files.
• Reporting and other activities:
o Collect and gather all necessary information for local and international accreditation,
o Formatting documents based on the provided template
o Coordinate with CFVG staff to ensure alignment according to the criteria of accreditations;
o Participation in CFVG activities when required.