The Administration & Organization Department

INTRODUCTION TO THE ADMINISTRATION & ORGANIZATION DEPARTMENT

1. FUNCTIONS AND RESPONSIBILITIES

a. Function

Advise and assist the Rector in matters of organization and personnel management; general administration, clerical work, and archives; emulation, commendation, and discipline; internal inspection, supervision, and compliance; vetting draft documents prepared by college units; security, janitorial services, vehicle‐parking operations, and management of college vehicles and driving staff.

b. Responsibilities

1. Organization & Human Resources

Design the college’s organizational structure in line with the Vocational College Charter, including proposals to establish, dissolve, or restructure offices, faculties, divisions, centers, and service units.
Develop medium- and long-term staffing plans for managers, lecturers, administrative and support staff.
Formulate strategies for staff development, training, and professional up-skilling; manage college personnel pursuing doctoral or master’s studies and other professional courses.
Arrange, assign, transfer, and recommend the appointment or dismissal of staff in accordance with each unit’s functions and growth needs.
Act as focal point in drafting regulations that define the functions and duties of all college units and organizations.
Maintain, update, and safeguard personnel files, curricula vitae, social-insurance books, and occupational-accident insurance records for all employees (permanent staff, civil servants, and contract employees).
Propose the formation of advisory councils (Admissions, Recruitment, Salary Review, Emulation-Commendation, Disciplinary, etc.).
Administer staff entitlements: salary increments, grade re-classification, retirement, social and health insurance, hazardous-duty allowances, sick-leave, maternity leave, and other benefits.
Compile periodic and ad-hoc reports on organizational and personnel matters.
Coordinate emergency staff deployments inside or outside the College when required.
Safeguard political security within the institution.

2. General Administration

Prepare monthly, quarterly, semester, and annual work plans for the College.
Oversee general administration, document control, clerical services, archives, and the use of official seals in line with State regulations. Draft and issue documents relating to organization, personnel, administration, and archiving; guide clerical practice across all units.
Manage meeting rooms; oversee the library, IT network, and college website; handle reception and protocol; supervise the fire-prevention team.
Review the format and legality of documents drafted by other units before submission to the Rector or Vice-Rectors for signature.
Monitor, consolidate, and report on organizational, personnel, and administrative activities.
Co-organize conferences and ceremonies; provide protocol services for the Board of Rectors and college-wide events.
Facilitate Rector/Vice-Rectors’ liaison with Party and State bodies, mass organizations, internal and external stakeholders, and arrange regular dialogues with staff, students, and the public.
Dispatch and manage college vehicles in line with vehicle-use and maintenance regulations.
Maintain campus security and order; develop and implement plans for asset protection and fire-safety.

3. Emulation & Commendation

Administer the College’s emulation and commendation programs for collectives and individuals in accordance with current regulations.
Organize innovation and labor-creativity conferences; disseminate best practices and technical initiatives to enhance quality and efficiency.
Draw up plans and measures to improve emulation and commendation work.
Process nominations for national teaching honors (e.g., People’s Teacher, Meritorious Teacher) and service medals.

4. Inspection & Legal Affairs

Develop and implement the College’s annual inspection plan; conduct inspections and legal reviews as prescribed; recommend solutions where violations are detected.
Handle complaints and denunciations from staff, students, and the public in accordance with current regulations.
Draft and propose the issuance of documents on inspection, legal affairs, and anti-corruption work.
Carry out other tasks assigned by the Rector and supervising Vice-Rectors.

5. Signing Authority

The Head (or authorized Deputy Head) of the Administration & Organization Department may, on the Rector’s behalf, sign and resolve documents within the department’s remit—such as leave approvals, staff certificates, meeting invitations, vehicle orders, introduction letters, travel orders, curriculum-vitae and salary confirmations, commendation certifications, certified copies, etc.—as stipulated in the College’s “Regulation on Clerical Work and Archiving.” Authorized staff may initial draft documents before submission for the Rector’s official signature.
Act as standing member and secretary of the Emulation-Commendation and Disciplinary Council.

2. HUMAN RESOURCE