Senior Executive, Academic

1 month ago

Singapore NTU (Nanyang Technology University- MainOffice-HR) Full time
Established in 1992, the Wee Kim Wee School of Communicationand Information (WKWSCI) is the only full-fledged communicationschool in Singapore and is a world-class centre of excellence withan international faculty, state-of-the-art research laboratories,and global institutional affiliations.

We areseeking for a Senior Executive to join our graduate programmesteam. The successful candidate will be responsible for managing theadministration of graduate programmes include admissionsadministration, programme administration, student administrationand managing exam processes. This role is critical to ensure thatoperations and services are delivered to meet the needs of theprogrammes and its stakeholders.

The keyresponsibilities include:

AdmissionsAdministration
  • Handle emailqueries on admission-related matters
  • Preparethe applicant spreadsheet and download all supportingdocuments
  • Follow up with applicants withincomplete documents
  • Schedule and providesupport for admissioninterviews


ProgrammeAdministration
  • Provideadministrative and logistics support for graduate courses,including courses with overseasimmersion
  • Ensure the approved timetable iskeyed in the scheduling system
  • Assist in venueand facilities booking
  • Maintain record of thefinal class lists and programme lists inTeamSite
  • Collate course syllabi every semesterand update in teamsite
  • Maintain properdocumentation, archival and updates of undergraduate materials e.g.timetable, syllabus etc
  • Share course syllabiwith students before course registration
  • Managefaculty, part-time instructors and guest speakers'requests.
  • Handle queries from students onprogramme-relatedmatters


VisitingStudents Management
  • Managethe end-to-end process of visiting students' applications includingemail queries
  • Ensure all supporting documentsfrom applicants are received before seeking approval from theManagement Committee
  • Work with OGEM on theprocessing of documents
  • Prepare EnrolmentLetter and Certificate of Completion forstudents
  • Assign workspace forstudents
  • General administrativesupport


StudentConference Support
  • Processstudent conferences requests and ensure students do not exceedtheir conference support budget
  • Track andupdate students' conferencefunding


ExamManagement
  • Coordinate withcourse instructors on marks submission
  • Supporton marks entry for part-time lecturers
  • Assignmarks checking duties and maintain a roster ofcheckers
  • Coordinate and prepare materials forthe Board of Examiners (BOE)meeting


Events
  • Responsiblefor coordinating all events/programmes administration andlogistics, including food catering and liaison with externalparties to ensure the successful execution of eachevent
  • Assist with sourcing of corporate gifts,packing of event kits and collaterals and on-site logisticssupport.


GeneralAdministration
  • Supportgraduate programmes on raising purchase orders, invoice payment,and creating jobs for student assistants using internal systemslike ARIBA/WSS
  • Track programme budget andexpenditure
  • Track research students' GAP hoursand Seminar Attendance
  • Advise faculty on theprocess for textbook order.
  • Maintain mobilitydata in the exchange portal maintained by the Office of GlobalEducation and Mobility.
  • Consolidate data andreports for submission
  • Recruit and managestudent assistants for counterservices
  • Administer Conflict of Interest forExamination declaration
  • Provide secretariatsupport to the DepartmentLead


The key requirementsinclude:
  • Bachelor's degree or Diplomawith a minimum of 4 years of relevant work experience, preferablyin academic administration.
  • Good communicationand writing skills with ability to communicate and interact wellwith diverse stakeholders
  • Good problem-solvingand negotiation skills
  • Strong organisationaland time-management skills, able to plan and prioritise work whichmay have competing deadlines
  • Ability tounderstand and evaluate existing work processes to identifyinefficiencies and areas for improvement
  • Strong customer service focus with a passionfor supporting faculty and students.
  • Tactfuland able to demonstrate empathy whenevernecessary
  • Self-motivated team player who canwork independently with minimal supervision, and collaborativelywith colleagues in a team-orientedenvironment
  • Meticulous, organised with a strongwillingness to learn
  • Good sense of initiativeand responsibility with a positive workattitude


We regret thatonly shortlisted candidates will benotified.

Hiring Institution: NTU

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