I. FUNCTION OF ADMINISTRATIVE OFFICE
Administrative office assists the Dean Board in organizing and managing all aspects of administrative work, staff organization, students, finance, assets, materials, equipment, training, scientific research and international cooperation of the school.
II. TASKS OF ADMINISTRATIVE OFFICE
The administrative office is responsible for assisting the Dean Board in administrative management activities, information exchange, and implementation of tasks assigned by the university. The office is a unified collective and carries out the following working groups:
1. Training (undergraduate and graduate academic level)
- Being the contact point between the unit and the Department of Academic Affairs, the School of Graduate and the Cooperative Training Center to plan and organize the implementation of training work.
- Coordinating with department heads, assisting unit leaders in developing programs, teaching and learning plans and organizing the training process of one or several majors; organizing the training process and other educational activities in the university’s general teaching program and plan;
- Managing records and documents related to training work. Consulting and assisting unit leaders in implementing training regulations.
- Implementing the semester teaching plan (coordinating with departments to make timetables, informing lecturers of teaching schedules, etc.).
- Coordinating with departments and lecturers to schedule final exams; Estimate and settle the cost of exam papers, support the invigilators (if requested by the lecturer), exam papers and scrap paper.
- Summarizing the professional work plan at the beginning of the school year and submit it to the unit leader for signature before sending it to Can Tho University Office.
- Managing scores.
- Summarizing statistics on the teaching workload of lecturers in the unit and transfer them to the financial management assistant for payment and settlement procedures.
- Preparing the procedures for inviting lecturers and payment records to transfer to the financial management assistant for payment and settlement procedures for teaching fees of invited lecturers inside and outside the school.
- Drafting documents related to training work.
- Participating in organizing review sessions for the second-degree university entrance exam, college-to-university transfer.
- Organizing and participating in the work of considering exemption and reserve of credits.
- Organizing and participating in the work of considering graduation; issuing Graduation Decisions and Full-course Learning Results; Managing and issuing Graduation Certificates; participating in organizing Graduation Ceremony.
- Coordinating with the Department of Academic Affair to support students in adjusting their study plans and registering for courses each semester (when necessary).
- Grasping the situation, report to the unit leader or on behalf of the unit leader remind the academic advisors to perform his/her duties.
2. Student Affairs
- Being the contact point between the unit and the Department of Student Assistance on student affairs to help unit leaders draft documents and advise on assigned areas related to student affairs.
- Monitoring the list of students and trainees to assist unit leaders in implementing requirements related to student affairs and trainees implemented by the university; grasping the general situation related to students (rewards, academic warnings, slow learning progress, being disciplined, having special difficult circumstances, illness, not paying tuition fees).
- Receiving applications and confirmations related to students and trainees; monitoring and responding to students and trainees.
- Implementing student registration for credit loans (at the beginning of the school year),
- Managing the review of scholarships sponsored by individuals and organizations for students.
- Coordinating with the Ho Chi Minh Communist Youth Union in the university and related units to review student training scores; gathering and organizing students to participate in events.
3. Scientific research, international relations and project management
- Being the contact point between the unit and the Department of Scientific Research and the Department of International Relations in science and technology, international cooperation and project management.
- Managing records, documents, and notices related to scientific research, international relations and project management; preparing forms and statistical reports when requested.
- Monitoring registration, seminar reporting and synthesizing and submitting to the Department of Scientific Research according to regulations.
- Monitoring projects, programs, research topics and cooperation at the unit.
- Supporting and guiding foreign guests to visit and work at the unit.
- Supporting teaching staff and students in the unit to carry out records and procedures in scientific research.
- Drafting documents related to scientific research, international relations and project management.
4. Organization - Personnel work
- Being the contact point between the unit and the Department of Personnel related to organization, personnel work and policy implementation for civil servants and employees.
- Assisting the unit’s leaders in the management, planning, recruitment, training and fostering of the staff; perfecting the organizational apparatus; ensuring the correct and timely implementation of the State’s policies and regimes for staff in the unit.
- Making a list of staff in the unit; monitoring and managing in terms of quantity and quality; supplementing records, documents, handling procedures, regimes of the staff according to regulations; supporting the staff to supplement annual CVs; contacting, monitoring, urging and helping the staff of the unit who are being sent for training and fostering at home and abroad to properly comply with the university’s regulations; Synthesizing 6-month periodic reports of the staff currently studying to send to the Department of Personnel and the Department of International Relations; compiling statistics and reporting on the quantity and quality of the staff when requested.
- Monitoring and assisting unit leaders in performing tasks related to the staff such as: reviewing emulation, rewards, and discipline; proposing consideration of teacher positions and titles; proposing policies for the staff in accordance with regulations.
- Assisting unit leaders in drafting documents related to organization and personnel.
5. Document and communication work
- Being responsible for document and security work (delivery and receipt of documents, papers, postal items), archiving and preserving all types of incoming and outgoing documents of the unit.
- Receiving and transferring vehicle registration forms, guest house registration forms, making official orders for unit leaders on business trips.
- Managing and receiving registrations for use of classrooms, meeting rooms managed by the unit.

6. Management of the unit’s network and website
- Coordinating with relevant units in the care, maintenance, management and development of the unit’s computer network infrastructure.
- Managing and developing the unit’s website.
- Building and managing the information system of alumni and employers.
- Coordinating with units in the school to develop, deploy and manage applications and services on the university’s network system.
- Supporting staff and students in the unit in applying information technology, multimedia techniques to serve learning, teaching, research and management.
- Supporting staff in the unit to troubleshoot problems with computers, network systems and applications.
7. Financial management
- Assisting the unit leader in monitoring regular expenses (estimate, adjust expenses; check and sign budget items and accounting documents);
- Monitoring the status of estimates, implementation, payment and settlement of regular and irregular items during the year.
- Carrying out payment procedures, settle teaching workload of lecturers in the unit.
- Carrying out payment procedures, settle teaching fees of invited lecturers inside and outside the school.
8. Asset management
- Assisting the unit leader in managing and using the unit’s facilities: managing and supervising the regular repair of buildings, architectural works; electricity, water, telephone, computer network systems; managing the status of classrooms, environmental landscapes; monitoring the purchase and handling of assets, tools and materials for teaching, learning and scientific research of the unit.
- Monitoring the purchase, repair and use of the unit’s assets; conducting annual asset inventories according to the announcement of the Department of Facility Management.
- Grasping the overall situation of laboratories, practice rooms, internships under the management of the unit.
- Managing safety and labor protection work in the unit.
9. Quality assurance work
- Being the focal point for information and communication between the unit and the university on quality assurance and accreditation.
- Coordinating with the Quality Management Center to carry out quality assurance and accreditation work.
- Consulting and assisting the unit’s leaders in quality assurance and accreditation work.
- Collecting evidence for quality accreditation of registered training programs.
- Assisting the unit’s leaders in drafting documents directing and operating quality assurance and accreditation work at the unit.
10. General Secretary
Assisting the unit’s leaders in planning; drafting reports, administrative documents.
In addition, the office is also responsible for maintaining security, order, safety, hygiene of the unit.
III. ORGANIZATION
* Head of Administrative office
M.A Lam Thi Thu Thao, Email: This email address is being protected from spambots. You need JavaScript enabled to view it.
* Vice Head of Administrative office
Nguyen Kim Son, Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

* PERSONNEL

Telephone number: 84 292 3832 569