Administration Department

1. Function

The Administrative Management Department is a unit under Dai Nam University, with the function of advising and assisting the Chairman of the Board of Directors and the Board of Directors in managing and performing the following tasks: Administration - Personnel; Documents - Archives; Reception - Celebration; Purchasing and Asset Management; Business Exploitation; Healthcare; Library; Dormitory Management; Engineering, IT; Security, Janitorial; Driving.

2. Mission

2.1. Human resource management:

• Make annual recruitment plans and propose recruitment options for units. Be the focal point for organizing recruitment, coordinate with relevant units to evaluate probationary and trainee staff.
• Coordinate with units in the school to manage staff, lecturers, workers and employees; manage staff records and resumes; preside over the organization and monitoring of procedures for receiving, renewing and terminating labor contracts.
• Organize the drafting of rules and regulations in the field of Human Resources Management.
• Check the implementation of Labor Regulations and regulations on Human Resource Management issued by Dai Nam University.
• Submit to the Chairman of the Board of Directors and the Board of Management to issue documents related to personnel organization and recruitment under their authority. Be the focal point for research and project development for the establishment, merger, and dissolution of organizations of Dai Nam University.
• Advise, develop and submit to the Chairman of the Board of Directors and the Board of Management for approval the strategy and plan for developing the staff, lecturers and organizational structure of Dai Nam University.
• Advise the Chairman of the Board of Directors and the Principal on the appointment, dismissal, transfer of leadership positions, staff and lecturers of units within the scope of the University; preside over the implementation of personnel planning to meet the development needs of Dai Nam University.
• Is the focal unit to assist the Chairman of the Board of Directors and the Board of Directors in managing and directing the emulation and reward work of Dai Nam University.
• Store and update information in personnel records and books, preside over the synthesis of school reports, statistical forms on personnel as required by superiors and Dai Nam University, and make monthly personnel reports.
• Coordinate with units in managing guest lecturer records.
• Manage and organize the implementation of policies and regimes for employees, procedures on social insurance, health insurance, unemployment insurance, confirmation of seniority and other regimes; Take the lead in disseminating new policies and regimes to employees, carry out procedures for resignation, unpaid leave, maternity... for employees according to current regimes.
• Confirm signatures and documents confirming that the employee is working at the school.
• Authorized by the Principal to sign seasonal labor contracts, collaborators or part-time work contracts with a term of less than 6 months.
• Preside over the synthesis and reporting as required by superiors and the school in the field of administrative management or assigned by the school's leadership.

2.2. Administrative work - Documents - Archives:

• Focal point for purchasing and distributing materials, equipment, and tools for work and teaching according to current regulations of Dai Nam University.
• Consulting and building a system of documents in the management of documents, papers, archives of Dai Nam University.
• Receive and classify documents sent by units inside and outside the school, submit to the Board of Directors and the Board of Management, and archive original documents.
• Preside over the implementation of professional issues related to document work and archiving work; check the format and procedures in issuing administrative documents of Dai Nam University.
• Preserve and use the school seal according to the provisions of the Law.
• Organize archives, preserve and store current documents.
• Issue work permits and letters of introduction for officers and civil servants; issue licenses, make employee and student cards; certify copies of documents, transcripts and degrees of students of Dai Nam University.

2.3. Reception – Ceremony:

• Operate reception and telephone switchboard. Prepare and serve drinks for meetings, welcome guests of school leaders.
• Responsible for celebrations, coordinating with IT and Engineering departments on decoration, sound, lighting, service and ensuring all other conditions for major school events.
• Be the focal point for receiving content and notifying departments and units in the school to prepare facilities for school activities.

2.4. Business exploitation and asset management:

• Search and carry out procedures for economic contracts and service contracts of the school;
• Focal point for purchasing and distributing materials, equipment, and tools for work and teaching according to current regulations of Dai Nam University.
• Manage and monitor signed contracts and periodically report business to the School Leadership.
• Preside over the management, repair and maintenance of buildings, electrical systems, refrigeration systems, water supply and drainage systems, sanitary equipment and facilities at Dai Nam University facilities.
• Manage, check and monitor the use of equipment for management and training purposes of units in the school.
• Manage all school assets including: land, buildings, machinery, equipment, tools, and instruments. Responsible for keeping records and documents related to machinery and equipment.
• Organize annual asset inventory periodically and make surprise inventory when requested; complete data on asset increase and decrease, coordinate with Finance Department to liquidate damaged assets, assets that are no longer usable. Computerize asset management at the unit and each department.
• Coordinate with functional departments to provide labor protection equipment according to standards, advise on purchasing, managing, repairing, maintaining fire prevention and fighting equipment, and supervising fire prevention and fighting implementation throughout the school.
• Coordinate with functional units to plan the layout of lecture halls in accordance with the school's training plan. Take the lead in managing and operating the effective use of the lecture hall system to ensure teaching and learning.

2.5. Health:

• Organize health check-ups at the beginning of the school year for students entering school according to regulations.
• Organize health care for cadres, lecturers, staff and students performing teaching, studying and working duties at the school, promptly handle outpatient treatment or refer to higher levels according to regulations of the health sector.
• Plan, purchase and manage drug distribution according to industry regulations. Ensure drug safety.
• Coordinate with school departments to ensure environmental hygiene, epidemic prevention and food safety.

2.6. Library:

• Organize the processing, arrangement, storage, preservation and management of documents; build a suitable search system; establish an automated information access and search network; build databases;
• Supplement and develop domestic and foreign information resources to meet the needs of teaching, learning, scientific research and technology transfer of the school; receive documents published by the school, accepted scientific research works, conference documents, theses, master's theses, doctoral dissertations of staff, lecturers, students, trainees, training programs, textbooks, lecture notes and other types of documents of the school, sponsored publications, gifts, documents exchanged between libraries.
• Manage and serve readers (staff, lecturers, students) to borrow and return textbooks, reference materials, magazines, etc. in accordance with current regulations.
• Perform synthesis work on library activities, statistics, and timely reporting as required by superiors and the school.

2.7. Dormitory Management:

• Develop a plan for short-term and long-term management, use and development of dormitories; Plan for construction, repair, upgrade, purchase and equipment of dormitories.
• Organize and manage student accommodation in dormitories according to regulations; Register temporary residence for students in dormitories.
• Organize 24/7 dormitory duty all days of the week.
• Periodically inspect and propose solutions to repair water supply and drainage systems, electricity and water supply systems, infrastructure and equipment in the dormitory area.
• Coordinate with local police to organize and effectively implement measures and plans to ensure security, order, and protect the lives and property of students in the dormitory area; Coordinate with the Health Department to organize and implement public hygiene and epidemic prevention in the dormitory.

2.8. Technique:

• Manage and preserve assets; manage electricity and water usage, fire prevention and fighting, occupational safety and hygiene.
• Repair promptly when problems arise, plan and submit for major repairs, maintenance of items, assets and equipment assigned for management.
• Regularly monitor and update data on equipment: purchase new or liquidate to report to the School Leadership.
• Coordinate with state management agencies on electricity and water to promptly handle unexpected problems.
• Coordinate with departments to prepare facilities for school activities when required.

2.9. IT

• Organize the construction, management, and maintenance of the computer network and facilities related to the school's computer system: wireless network communication devices Wifi and INDOOR, OUTDOOR devices; server systems and switching devices (Router, Switch, Modem...)
• Maintain and support the network system between Faculties and connected units in the School. Provide technical advice and support to units on building and developing information network systems.
• Managing the network system serving the work on the Intranet and Internet connection of the School: managing Internet connection (leased line, ADSL connection), ensuring information security for the entire network system, application software and information data on the network.
• Organize and implement projects to develop network systems, technical infrastructure, applications and network services for the school according to approved plans and projects.
• Plan the purchase of components, materials, and tools for maintenance, repair, replacement, and troubleshooting of the school's network system. Have data to monitor and periodically report on equipment to the School Leadership.
• Participate in building investment projects (in the field of information technology), deploying information technology applications and investing in information technology equipment in schools.
• Perform upgrades, maintenance, repairs, and troubleshooting of technical problems of computers, peripheral devices, local networks, and Internet connections, ensuring continuous and smooth operation of the system.
• Develop regulations on network connection, data exchange in the network system, and manage network users of the School. Support network users to effectively exploit network resources.
• Managing the school's electronic information portal: updating information and data on the school's main website. Providing technical support and management for the sites of the school's units.
• Coordinate with departments to prepare facilities for school activities when required.

2.10. Protection:

• Maintain order, protect the property of the School and staff and students. Maintain the safety of the School. Work in shifts 24/24 every day, including Sundays, holidays, etc.
• Protect entrance exams, semesters, conferences, seminars, welcoming international guests, arts, sports, etc.
• Fire prevention and fighting. Detect loopholes and recommend corrective measures.
• Coordinate with the police or directly protect the scene when a crime occurs, arrest and bring criminals to the police in case of crime.
• Closely and regularly work with local authorities and police agencies to coordinate well in general security protection work in the area.
• Implement regular and ad hoc reporting on security protection work to relevant agencies as prescribed.
• Check and record the log of materials, equipment, tools, and assets entering and leaving the gate according to regulations.

2.11. Miscellaneous:

• Clean classrooms, leaders' offices, teachers' lounges, restrooms and areas around the school; serve drinking water to students, teachers and staff, and at receptions and meetings of the school's leaders.
• Monitor and promptly report damaged, lost or misplaced equipment and assets in assigned service areas.
• Manage tools and equipment for janitorial work, regularly report to the asset management unit to carry out procedures for new purchases and liquidation.
• Coordinate with departments to prepare facilities for school activities when required.

2.12. Driving:

• Ensure shuttle service for leaders on time and absolutely safe. Must strictly follow state regulations on road traffic.
• Drivers must monitor the vehicle's operating schedule. Monthly settlement of fuel and oil according to approved norms. Regularly and periodically clean and maintain the vehicle according to the prescribed maintenance plan.
• Coordinate with departments to serve school activities when required.