Senior Executive, Academic

3 months ago

Singapore NTU (Nanyang Technology University- Main Office-HR) Full time
Established in 1992, the Wee Kim Wee School of Communication and Information (WKWSCI) is the only full-fledged communication school in Singapore and is a world-class centre of excellence with an international faculty, state-of-the-art research laboratories, and global institutional affiliations.

We are seeking for a Senior Executive to join our undergraduate programmes team. The successful candidate will be involved in handling day-to-day operations including but not limited to admissions administration, course timetabling and course registration, managing exams process, student management, collaborating with stakeholders like faculty, students, and parents, and executing logistical planning for programme-related events. This role is critical to ensure that operations and services are delivered to meet the needs of the programmes and its stakeholders.

The key responsibilities include:

Admissions Administration
  • Schedule and provide support for admission interviews
  • Maintain records and archival of admission data in teamsite


Programme Administration
  • Provide administrative and logistics support for undergraduate courses, including courses with overseas immersion
  • Ensure the timely update of timetable in the system.
  • Handle students' course registration matters for current and exchange students, including course enrolment, vacancies management and course appeals.
  • 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
  • Manage faculty, part-time instructors and guest speakers 'requests.
  • Handle queries from students on programme-related matters.


Exam Management
  • Responsible for assigning invigilation duties, formatting of examination papers, special arrangements for continuous assessments, tests and semester exams, scanning of Optical Mark Recognition (OMR) sheets for quizzes.
  • 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
  • Prepare reports and related 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 procurement and finance matters like raising purchase orders, invoice payment, and creating jobs for student assistants using internal systems like ARIBA/WSS
  • 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 key requirements include:
  • 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
  • Proactive problem solver and adaptable to dynamic environments
  • 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
  • Ability to handle confidential information
  • Proficiency in Microsoft Office applications
  • 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 work collaboratively with colleagues in a team-oriented environment
  • Good sense of initiative and responsibility with a positive work attitude
  • Meticulous, organised with a strong willingness to learn


We regret that only shortlisted candidates will be notified.

Hiring Institution: NTU

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