Assistant Officer (Administration) - Biosciences Central Research Facility (CWB)

Executive / Personal Assistant / Customer Service • Full Time • Sai Kung, Hong Kong, HK • 4w ago

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:

Bachelors 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)

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: 2 April 2026.

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