Head, Office of Dean of Students Group Services

2 weeks ago

Singapore Singapore Management University Full time

Job Description

  • Work closely with the Dean of Students to oversee ODOS units administratively:
    • Co-ordinate resource allocation discussions with the DOS, Directors, and heads during the annual planning exercise covering budget, manpower, space, and IT requirements.
    • Support staffing procedures to ensure operational continuity and facilitate growth areas within ODOS units.
    • Review and organise maintenance and upgrade of current facilities and equipment as well as work with facilities and space management offices on requests for new workstations/space.
    • Facilitate information exchange and discussions within ODOS through regular heads meetings.
    • Engage with other ODOS heads for collaborative efforts to enhance student well-being and development.
    • Act as the primary contact point and manage administrative requests, enquiries and reports from external offices within ODOS.
  • Manage ODOS Group Services team operations to uphold financial governance standards and assist ODOS colleagues:
    • Review and establish streamlined workflow processes and standards for centralized administrative support, ensuring compliance with university policies.
    • Oversee claims and procurement activities (for ODOS staff and student clubs) to align with budgetary and policy guidelines.
    • Identify opportunities for cost savings and productivity enhancements.
    • Assist ODOS units with audit checks and enquiries.
    • Oversee team in asset management and verification.
  • Promote ODOS initiatives and accomplishments through effective internal and external communications with managerial support:
    • Identify key focus areas and target audiences (prospective and current students, internal stakeholders, etc.) to tailor messages across various platforms.
    • Identify opportunities and platforms to showcase ODOS' initiatives.
    • Maintain consistent branding on the Campus Life website for external audiences, as well as for internal communications.
  • Improve student well-being through participation in Voices@SMU:
    • Support students reporting harassment, discrimination, and bullying by managing cases and facilitating resolutions.
    • Contribute to the outreach and educational endeavors of Voices@SMU.
  • Assist in managing the Student Conduct portfolio within ODOS:
    • Aid the lead for Student Conduct in case reviews, panel hearings, and recommendations on sanctions for Senior Management consideration.
    • Support management and maintenance of accurate records and case files.
    • Assist the lead for Student Conduct in reviewing policies and documents.
  • Other duties
    • Represent ODOS in interdepartmental committees like the WSH Steering Committee and university-wide taskforces such as the organizational transformation committee.
    • Provide support to ODOS units in events and forums as well as in student care and wellbeing initiatives.
    • Health and safety duties for ODOS such as
      • Fire warden.
      • Risk Champion (conducting safety checks and ensuring compliance with safety guidelines).
  • Any other duties as assigned by DOS.

Qualifications

  • Degree in any discipline.
  • At least 8 years of relevant working experience (including demonstrated competence in administration, budget planning and/or leading a team in operations).
  • Aligned with the vision and mission of out-of-classroom co-curricular education and general philosophy of education.
  • Analytical and possesses strategic perspective to identify synergies across diverse teams.
  • Demonstrated ability to lead a team and manage daily operations.
  • Meticulous, organized and able to multi-task.
  • Effective communicator who can foster collaboration with diverse groups of stakeholders.
  • Excellent interpersonal skills and communication skills (both written and oral).

  • Work closely with the Dean of Students to oversee ODOS units administratively:
    • Co-ordinate resource allocation discussions with the DOS, Directors, and heads during the annual planning exercise covering budget, manpower, space, and IT requirements.
    • Support staffing procedures to ensure operational continuity and facilitate growth areas within ODOS units.
    • Review and organise maintenance and upgrade of current facilities and equipment as well as work with facilities and space management offices on requests for new workstations/space.
    • Facilitate information exchange and discussions within ODOS through regular heads meetings.
    • Engage with other ODOS heads for collaborative efforts to enhance student well-being and development.
    • Act as the primary contact point and manage administrative requests, enquiries and reports from external offices within ODOS.
  • Manage ODOS Group Services team operations to uphold financial governance standards and assist ODOS colleagues:
    • Review and establish streamlined workflow processes and standards for centralized administrative support, ensuring compliance with university policies.
    • Oversee claims and procurement activities (for ODOS staff and student clubs) to align with budgetary and policy guidelines.
    • Identify opportunities for cost savings and productivity enhancements.
    • Assist ODOS units with audit checks and enquiries.
    • Oversee team in asset management and verification.
  • Promote ODOS initiatives and accomplishments through effective internal and external communications with managerial support:
    • Identify key focus areas and target audiences (prospective and current students, internal stakeholders, etc.) to tailor messages across various platforms.
    • Identify opportunities and platforms to showcase ODOS' initiatives.
    • Maintain consistent branding on the Campus Life website for external audiences, as well as for internal communications.
  • Improve student well-being through participation in Voices@SMU:
    • Support students reporting harassment, discrimination, and bullying by managing cases and facilitating resolutions.
    • Contribute to the outreach and educational endeavors of Voices@SMU.
  • Assist in managing the Student Conduct portfolio within ODOS:
    • Aid the lead for Student Conduct in case reviews, panel hearings, and recommendations on sanctions for Senior Management consideration.
    • Support management and maintenance of accurate records and case files.
    • Assist the lead for Student Conduct in reviewing policies and documents.
  • Other duties
    • Represent ODOS in interdepartmental committees like the WSH Steering Committee and university-wide taskforces such as the organizational transformation committee.
    • Provide support to ODOS units in events and forums as well as in student care and wellbeing initiatives.
    • Health and safety duties for ODOS such as
      • Fire warden.
      • Risk Champion (conducting safety checks and ensuring compliance with safety guidelines).
  • Any other duties as assigned by DOS.

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