Executive, Office of Student Affairs

Reporting to the Manager, Office of Student Affairs, Student Affairs Executive, will play a key role in managing student data, student life services, administrative processes, and support services to ensure the smooth operation of student affairs within the school. This multifaceted role requires great teamwork, meticulous attention to detail, excellent organizational skills, and the ability to collaborate with different stakeholders.

In addition, the Executive will also requires to attend to the frontline services, assisting to students queries on a rotational basis.

**Responsibilities**:
**Counter services (on a rotational basis)**:

- Perform day-to-day administrative and frontline services, handle phone calls and enquiries, leave of absence, addressing of enquiries, correspondence with parents and other stakeholders of the school.
- Collection of cheque, cash, nets & credit card payment for school fees, school trips and other miscellaneous events.
- Loan of items such as lift pass, uniform, blazer and render first aid to injured students.
- Ensure accurate daily attendance taking at School Cockpit Mobile (ATA).
- Exam attendance taking in SMS, follow-up with absentees and update the exam committee.

**Student Services**:

- Coordinate with HPB on annual health & dental checks, HPV vaccination.
- Coordinate with authorities on annual NS deferment, NRIC registration, concession card exercise.
- Coordinate with Exam Committee on printing of all Progress Report and Result Slip, collecting payment for reprints.

**School Fees Administration**:

- Generate and distribute monthly outstanding school fees letters to parents.
- Ensuring accuracy and compliance on school fees by maintaining the school fees changes in the SMS, ensure school fees are updated and tested in SMS before new academic year starts.
- Prepare monthly summary reports on instalment plans and outstanding school fees, track and follow up closely with reminder letters and phone call to parents for payments.
- Proposed instalment plans for fees recovering.

**Parents Gateway (PG)**:

- Work closely with Teachers on the information to be disseminated via PG effectively.

**Student Incident Report and Insurance Claims**:

- Coordinate with teachers on incident reports and submit reports to the cockpit promptly.
- Administer student insurance claims by collaborating with insurance provider ensuring timely and efficient claims resolution.

**Contract Monitoring and Purchase Requisition**:

- Periodical stock take and raise purchase requisition for student affairs.
- Assist Manager to monitor contracts related to school uniforms and dance uniforms, raise purchase request according to timeline given.

**Student Activities and Overseas Trips**:

- Organize and coordinate logistics for overseas trips (OSL & GPS) for students and teachers, including expenses computation, trip letters, consents forms, Edusave forms, bursary status, liaison with travel agency, first aid bag, travel insurance, insurance claims, etc and ensure trip payments are collected timely.
- Assist to register the school’s overseas trips into the student overseas trip system, the school cockpit’s Overseas Excursion Management (OEM), the Ministry of Foreign Affairs (MFA) and International SOS (ISOS).

**Data Verification for MOE**:

- Handle data verification request from MOE, ensuring timely and data accuracy maintained between SOTA and MOE.

**Student Data Management, P-Files and Administration**

**Others**
- Involvement in the school wide events, e.g. Open House, Talent Academy, CPEP etc.
- Assist team members when required
- Perform other duties assigned by the Manager or school management

**Job Requirements**
- Diploma or equivalent, in any discipline
- At least 2 years of relevant experience in front line operations and counter duties
- Confident with a pleasant disposition and well groomed
- Team player, good communication and interpersonal skills
- Ability to work under pressure and multi-task
- Counter reporting hours: Monday to Wednesday, 7.30am to 5pm
- Non-counter reporting hours: 8.30am to 6pm