Executive, Academic Services

2 weeks ago

Singapore GERMAN INSTITUTE OF SCIENCE AND TECHNOLOGY - TUM ASIA PTE. LTD. Full time $4,000 - $6,000 per year

Responsibilities:

  • Handling administrative processes, including update of student records, matriculation, certification letters, feedback, learning outcome and other student related matters

  • Assisting faculty in Module Profile updates and mark entry for every Trimester

  • Assisting faculty in admission screening related matters and checking of matriculation documents

  • Ensure set up for the classroom is conducive for lectures and assist lecturers during the teaching period

  • Assist in examination invigilation and student exam appeal

  • Process, verify lecturers' teaching claims and submit to finance department

  • Provide administrative support to students' internship/thesis placement with local or overseas institutions/companies, arrangement of company visits, overseas immersion programme, and others

  • Liaise with partner university for all IT account issues for lecturers: VPN, IN4SIT, xSite, Sharepoint, or any other IT related within SIT system

  • Managing Alumni and Career Services database as well as to plan for events for Undergraduate and Postgraduate department

  • Provide support for events i.e., graduation, orientation, Oktoberfest, or any other activities internally and externally (SIT)

  • Prepare Purchase Requisitions (PR) and Purchase Quotations (PQ) for event-related needs, including catering services and transport arrangements.

  • Manage monthly procurement of groceries and office stationery to ensure timely stock replenishment.

  • Coordinate local and international courier services, ensuring timely and cost-effective delivery of documents and materials.

  • Arrange accommodation and hotel bookings for professors, visiting faculty, and guests in accordance with organizational guidelines.

  • Process and manage tax invoices related to the Undergraduate Department, ensuring completeness and accuracy for Finance submission.

  • Provide administrative support to management in the office.

    Support the planning and execution of events, including logistics coordination, vendor liaison, setup arrangements, and on-site assistance.

  • Any other ad-hoc tasks as assigned

Requirements:

  • Candidate must possess at least a Diploma in any field.

  • At least 2–3 years of relevant administrative or academic support experience, preferably in a higher education or training institution.

  • Strong administrative and organisational skills with attention to detail.

  • Good verbal and written communication skills.

  • Proficient in Microsoft Office applications (Excel, Word, PowerPoint) and comfortable using digital platforms for academic and admin processes.

  • Ability to multitask, prioritise effectively, and work independently with minimal supervision.

  • A team player with a proactive attitude and strong interpersonal skills.

  • Able to handle confidential information with integrity and professionalism.

  • Willing to work on weekends as and when required (kept to a minimal)

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