Our client is actively searching for a Senior Executive, Academic (Graduate Programmes) to join their team! If you are a dynamic individual seeking a new career opportunity, read further!
The responsibilities of this role are:
Admissions Administration
- Handle email queries on admission-related matters.
- Prepare the applicant spreadsheet and download all supporting documents.
- Follow up with applicants with incomplete documents.
- Schedule and provide support for admission interviews.
Programme Administration
- Provide administrative and logistics support for graduate courses, including courses with overseas immersion.
- Ensure the approved timetable is keyed in the scheduling system.
- Assist in venue and facilities booking.
- Maintain record of the final class lists and programme lists in TeamSite.
- Collate course syllabi every semester and update in teamsite.
- Maintain proper documentation, archival and updates of undergraduate materials e.g. timetable, syllabus etc.
- Share course syllabi with students before course registration.
- Manage faculty, part-time instructors and guest speakers requests.
- Handle queries from students on programme-related matters.
Visiting students Management
- Manage the end-to-end process of visiting students applications including email queries.
- Ensure all supporting documents from applicants are received before seeking approval from the Management Committee.
- Work with the Office of Global Education and Mobility Programme (OGEM) on the processing of documents.
- Prepare Enrolment Letter and Certificate of Completion for students.
- Assign workspace for students.
- General administrative support.
Student Conference Support
- Process student conferences requests and ensure students do not exceed their conference support budget.
- Track and update students conference funding.
Exam Management
- Coordinate with course instructors on marks submission.
- Support on marks entry for part-time lecturers.
- Assign marks checking duties and maintain a roster of checkers.
- Coordinate and prepare materials for the Board of Examiners (BOE) meeting.
Events
- Responsible for coordinating all events/programmes administration and logistics, including food catering and liaison with external parties to ensure the successful execution of each event.
- Assist with sourcing of corporate gifts, packing of event kits and collaterals and on-site logistics support.
General Administration
- Support graduate programmes on raising purchase orders, invoice payment, and creating jobs for student assistants using internal systems like ARIBA/ Work Study Scheme (WSS) System.
- Track programme budget and expenditure.
- Track research students GAP hours and Seminar Attendance.
- Advise faculty on the process for textbook order.
- Maintain mobility data in the exchange portal maintained by the Office of Global Education and Mobility.
- Consolidate data and reports for submission.
- Recruit and manage student assistants for counter services.
- Administer Conflict of Interest for Examination declaration.
- Provide secretariat support to the Department Lead.
The ideal candidate will need to have the following qualities and experience:
- Bachelor's degree or Diploma with a minimum of 4 years of relevant work experience, preferably in academic administration.
- Good communication and writing skills with ability to communicate and interact well with diverse stakeholders.
- Good problem-solving and negotiation skills.
- Strong organisational and time-management skills, able to plan and prioritise work which may have competing deadlines.
- Ability to understand and evaluate existing work processes to identify inefficiencies and areas for improvement.
- Strong customer service focus with a passion for supporting faculty and students.
- Tactful and able to demonstrate empathy whenever necessary.
- Self-motivated team player who can work independently with minimal supervision, and collaboratively with colleagues in a team-oriented environment.
- Meticulous, organised with a strong willingness to learn.
- Good sense of initiative and responsibility with a positive work attitude.
