Departmental Operations Coordinator

3 days ago


Singapore NTU (Nanyang Technology University- Main Office-HR) Full time
About the Position

We are seeking a highly organized and proactive Departmental Operations Coordinator to support the Head of the Learning Sciences & Assessment Department (LSA). The successful candidate will play a crucial role in ensuring the smooth operation of the department by managing various administrative tasks and supporting faculty and staff.

Duties:
  • Departmental Operations: Manage various administrative tasks and support faculty and staff.
  • Meeting Coordination: Coordinate and prepare agendas for department meetings.
  • Workplan Development: Assist in the development and monitoring of departmental work plans.
  • Exam Marks Entry: Manage the entry of exam marks for all courses.
  • Contract Renewal: Oversee the renewal process for part-time lecturers and faculty contracts.
  • Faculty Onboarding: Support the hiring process and facilitate the onboarding process for new faculty members.
  • Year-End Reviews: Assist in the preparation and coordination of year-end reviews for faculty and research staff.
  • Promotion & Tenure: Support the promotion and tenure process.
  • MOE Secondments: Handle administrative tasks related to MOE secondments and provide support for the appraisal of teaching fellows.
  • Academic Workload System: Collaborate with other administrative executives to manage the academic workload system.
  • Student Feedback: Coordinate the collection and analysis of student feedback on teaching.
  • Teaching Awards: Manage the nomination and selection process for teaching awards.
  • Interdepartmental Collaboration: Coordinate onboarding and offboarding processes with the Department of Estate Development (DED).
  • Financial Tasks: Assist in the preparation of annual reports and other financial tasks.
  • Human Resource Management: Liaise with HR for faculty recruitment, contract reviews, promotions, and annual appraisals. Maintain training records for administrative staff. Coordinate administrative staff hiring where applicable.
  • General Office Support: Ensure effective communication within the department, provide logistical support for events, support administrative processes, and oversee the administrative deliverables of junior officers.
Requirements:
  • A university degree.
  • Experience in leading an office administrative team is an advantage.
  • Proficiency in Microsoft Office applications (Excel and Word) and communication platforms (Microsoft Teams, Zoom, etc.), in particular cloud productivity tools such as Office 365.
  • Strong interpersonal and communication skills, both written and oral.
  • Ability to work independently and proactively.
  • Ability to maintain confidentiality.


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