General Affairs Office

Introduction

Functions and Scope of Works

Contact

Campus Operation Management

Campus Safety Management

Developing safety manual and procedures, arranging regular campus patrols, maintaining campus safety and handling emergency incidents;
Offering entry access control and real-time monitoring in campus to ensure the safety of staff, student as well as asset of the University;
Providing support services and 24-hour emergency assistance hotline;
Arranging regular checks for fire system and campus fire drills to prevent accidents.

Campus Cleaning Management

Managing the cleaning services for all campus (Taipa Campus, Golden Dragon Centre Campus, and Royal Centre Campus) to provide a clean environment for staff and students;
Monitoring the outsourced cleaning service for the campus and dormitory public spaces;
Managing the overall campus environment including pest control and disease prevention to ensure the campus hygiene and safety;
Arranging cleaning services stationed for campus events and activities.

Transport Management.

Managing the campus transport and parking;
Developing the regulations for staff in-campus parking and handling the application and management of parking permits;
Monitoring the facilities in the car park and usage of parking slot;
Coordinating with units for the entry/exit of the vehicles;
Arranging parking permits for campus events to ensure the events proceed smoothly.

Housing Management

Managing the campus dormitory and facilities system including staff and student dormitory;
Developing the housing regulations for full-time and part-time academic staff, handling the housing application, allocation and management;
Coordinating with the Student Affairs Office to hold the fire drills in student dormitories to improve students’ awareness of fire and evacuation;
Handling the procurement and management of dormitory facilities;
Monitoring the temporary housing for part-time academic staff, staff and student check-out procedures, inventory management and cleaning.

Classroom Reservation and Venue Management

Arranging classroom seating as requested by faculties and managing the temporary classroom schedules;
Applying digitalized classroom management with space management system;
Developing regulations for the use of campus large-scale venues (e.g. Cultural Centre, Exhibition Halls, Ho Yin Convention Centre, and activities areas), and handling the venue booking and management.

Campus Posting Management

Managing the acquisition and allocation of campus notice boards;
Monitoring the registration and use of large posters and promotional notices;
Overseeing the use of notice boards and managing the posting, layout, cleanness of the posters and promotional notices;
Handling the distribution and lease of notice boards as requested by facilities/units.

Campus Dining and Retail Outlets

Providing staff dining venues and basic facilities and maintaining clean environment;
Monitoring the tender for campus dining, catering vendors and retail outlets and providing supports to their daily operations;
Handling the application, procurement and allocation of resources to cope with the needs of restaurants and retail outlets.

Use of Official Transport

Developing regulations for the use of official transport, and coordinating the transport scheduling and allocation services;
Maintaining the vehicle cleanness and order as well as regulating the conduct of the drivers.

Mail Collection and Distribution

Handling the in/out-campus mail collection and distribution services;
Developing regulations governing the mail transfer process to optimize resources and monitor the transfer status.

Procurement and Fixed Asset Management

Procurement Services

Performing procurement application and approval procedures, handling centralized ordering and distribution for the work-related materials and equipment as requested by faculties/units;
Assisting the equipment and service providers in tendering, contract-signing and fulfillment of services;
Managing and approving the petty cash, verifying the accounts payable as well as doing the audit works with the Finance Division regularly;
Centralizing the ordering and distribution of warehouse materials, stationeries, assets and souvenirs;
Handling the lease, check and return of the office, warehouse and student dormitory;
Preparing the corporate agreements for hotel accommodation and dining;
Hotel and flight ticket reservation for staff official trip;
Insurance for in-campus and dormitory;
Production, storage and management of academic gowns;
Handling the application and return management of in-campus fixed telephone line and staff mobile phone;
Settling bills of water, electricity, LPG and other miscellaneous charges;
Acquisition, allocation and regular maintenance of water dispenser;
Ordering and distribution of staff benefit-related items;
Formulating the departmental budget.

Vendor Management

Supervising the material and service providers and evaluating their qualities to maintain the quality and services provided;
Carefully selecting the high-quality and new vendors to match with the development needs of the University;
Responsible for signing the product or services agreements, fulfilling the terms and termination of services

Fixed Asset Management

Handling the recording, disposal and transfer of non-consumable items/assets so as to measure all the current fixed assets accurately;
Performing regular inventory checks to ensure the amounts and locations as well as the assets are in good status;
Managing the public equipment for lease (e.g. camera, walkie, megaphone, etc.)

Moving Services and Printing

Coordinating the campus relocation and moving of large-scale items;
Providing the documenting services including test paper printing, binding and other special printing services to ensure the privacy and security of the content transferred;
Offering regular outsourced maintenance services for office photocopier and fax machines.

Graphic Design and Promotion Production

Image design

University logo, campus signage and map, etc.;
Design and production of indoor and outdoor signage system;
Design and production of safety and usage guides of public services;
Building the visual identity system to ensure the consistency of the University image and design style;
Managing the shooting plan of visual images;
Typesetting and printing for all University materials, including the design of staff name card, certificates, University magazine, recruitment ads, faculty promotional ads etc.

Off-campus Promotion

University branding and image campaign, including the online and offline student recruitment, university event promotion and advertising;
Design and production of University promotional materials and event souvenirs;
Responsible for the interior design (venue, layout, theme design) for the University international competitions, exhibitions, seminars, research conferences and annual events etc.
Script design, typesetting and production of Newsletters.

Advertising Management

As requested by faculties/units, assisting in the design of the event promotional ads, floor plan of event venue, and coordinating with the production vendors for the works and schedules;
Managing and coordinating the production quality and services of the advertising vendors;
Monitoring the production, materials, packaging of the large-scale ads, gifts, promotional and printed items, venue decoration etc.