Senior Executive, Graduate Studies

3 weeks ago

Singapore Nanyang Technological University Full time

The School of Chemistry, Chemical Engineering and Biotechnology is seeking to hire a Senior Executive to provide support to the Graduate Studies team. The incumbent will be supporting the school to effectively manage the graduate studies and research processes

Responsibilities:

Admissions

  • Prepare interview logistics and schedule interviews for shortlisted applicants.
  • Compile student and supervisor preferences and assist the Associate Chair to assign students to supervisors according to stipulated requirements.
  • Maintain scholarship files and track application status to ensure updated information is readily available.
  • Work with admin team to provide logistical support to postgraduate students when they arrive.
  • Liaise and arrange for orientation programme for postgraduate students (Eg catering, slides preparation, goodie bags & etc).

Examination

  • Coordinate with course coordinators to compile all examination requirements and feedback and submit to Central Admin.
  • Prepare list of examiners and invigilators for the courses offered and submit confirmed list to OAS.
  • Collate, check and submit examination papers from examiners, ensuring formatting guidelines are met and relevant signatures are obtained prior to submission.
  • Coordinate in script checking and marks entry.

Qualifying examination (QE), thesis submission and oral examination (OE)

  • Coordinate on processes for QE, OE and thesis submission.
  • Work closely with faculty and students to ensure that examiners have been confirmed and approved.
  • Coordinate with students and panel members to schedule QE and OE.
  • Inform panel members and students of the presentation schedule.
  • Check to ensure all the forms are duly and correctly filled and are submitted in order.
  • Consolidate forms, oral reports, assessment reports and submit to Central Admin/ Graduate College.
  • Monitor the progress of Thesis Advisory Committee (TAC) meetings and oversee the QE and OE to ensure smooth running of the Thesis review process.
  • Ensure timely scholarships renewals.

Leave Application (LOA, Conference/training leave)

  • Check and ensure that student submit all the necessary supporting document for leave of absence, PG overseas conference leave and training leave.
  • Process all the leave application and reimbursement promptly.
  • Create vendor via ServiceNow for new vendor for payment.

STP (Exchange/ Non- graduating students)

  • Prepare a guideline for student to apply their STP application online.
  • Work with OGEM and One Stop to process the documents.
  • Ensure that enrolment letter and SOLAR form are sent out to the student so that they can submit STP application to ICA.
  • Create ServiceNow requests for student payment of Research Fees, Application Fees and Miscellaneous Fees.

Research Grant

  • Support ACR manager with research grant verifying, e.g. Ariba purchasing verifier, facility/chemical charging form verifier, etc.

Others

  • Perform postgraduate processes in accordance to the policies and guidelines of the University.
  • Provide support in process alignments within the unit.
  • Maintain up-to-date postgraduate student records.
  • Work closely with Students unit for graduation/ hooding ceremony.
  • Tracking Graduate Assistant Scheme (GAP) hours and submit the report to Office of Admission on annual basis.
  • Assist TA coordinator in assignment of Teaching Assistants' duties.
  • Support the coordination of PG events such as 3MT.
  • Any other adhoc duties or projects assigned.

Requirements

  • A recognized diploma or bachelor's degree in any discipline.
  • Proficient in MS Office.
  • 1 to 2 years prior experience in tertiary research administration is preferred. Or experience of working in a customer focused environment.
  • Strong ability to communicate (verbal and written skills) effectively with students, faculty, and team members.
  • Planning and organizing, communication skill, negotiation and influencing skills.
  • Knowledge of contract management, data analysis, financial management.
  • Resourceful and independent.
  • Ability to work effectively under pressure.
  • Proactive and a positive attitude towards work tasks.
  • Conscientious team player.
  • Assertive and meticulous.

Hiring Institution: NTU

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