Senior Executive, Academic

1 month 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 graduate programmes team. The successful candidate will be responsible for managing the administration of graduate programmes include admissions administration, programme administration, student administration and managing exam processes. 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
  • 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 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/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
  • 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


We regret that only shortlisted candidates will be notified.

Hiring Institution: NTU

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