Assistant/Senior Assistant/Manager, Academic Operations

Nanyang Technological University (NTU) is a leading global institution renowned for research and education excellence. Established in 2005, the School of Physical and Mathematical Sciences (SPMS) at NTU boasts a vibrant community of over 70 distinguished faculty members, 1000 undergraduates, and more than 200 postgraduate students. Our world-renowned faculty have received numerous national and international awards and excel in multiple scientific domains. We are committed to providing a future-oriented education, blending scientific knowledge with essential soft skills like communication and critical thinking.

SPMS is seeking a dynamic and experienced Project Manager to co-lead the restructuring efforts of our Target Operating Model for student and academic services. This position will be responsible for planning, coordinating and overseeing the transition process to align the school's operations, academic programs, and administrative functions with the University's strategic goals. The incumbent will work closely with the Academic Team Lead, school leadership, faculty, staff and external stakeholders to ensure a smooth, efficient, and transparent restructuring process.

Besides, he/she will report to and support the Academic Team Lead in overseeing the school's academic team, managing both undergraduates and postgraduates related matters, ensure smooth delivery of academic services and enhancement of students' learning journey. These services include but not limited to admissions, examinations, thesis examination, HR and Finance related matters as well as event planning.

Key Responsibilities:

Restructuring & Change Management

• Develop, implement, and monitor the restructuring project plan, including timelines, milestones, deliverables and resource allocations.

• Collaborate with faculty, administrative staff, students, and university leadership to gather feedback, address concerns, and ensure alignment throughout the restructuring process.

• Provide regular updates on restructuring progress to senior management, identifying risks and proposing solutions to mitigate them.

• Support the development and execution of change management strategies to adapt stakeholders to new organisational structures, workflows, and policies.

• Develop impactful change communication materials, messages and presentations.

• Build and maintain strong working relationships with NTU stakeholders to facilitate strategic change management and communications.

Academic Administration

• Engage stakeholders (e.g. faculty and applicants) to boost research student enrolment.

• Guide faculty members on securing and maximising Research Scholarships (RSS) based on University guidelines.

• Propose and manage RSS distribution to ensure full utilisation and compliance with University/MOE requirements.

• Coordinate exam logistics, invigilation duties and Board of Examinations (BOE) meetings.

• Oversee qualifying exams, thesis submissions and oral examination operations.

• Analyse withdrawal and downgrade cases, check for outstanding requirements, and recommend fee waivers.

• Work with partner Universities to draft new agreements for submission to University management, councils and Ministry of Education (MOE).

• Prepare and submit comprehensive annual reports to the University.

• Generate data, data analysis, and projections, for the School, College, University, and MOE.

• Lead and execute the annual SPMS Collaborative Research Awards.

• Manage expenditures for academic events, marketing and outreach, etc.

• Execute ad-hoc administrative duties and special projects required by school.

Requirements:

• Bachelor's Degree in any discipline with experience in tertiary education.

• Relevant experience in Academic Administration and/or Change Management is preferred.

• Proficiency in Microsoft Office Suite and relevant software.

• Strong organisational, planning, and project management skills.

• Ability to multi-task and prioritise, work independently, and as part of a team.

• Strong problem-solving and analytical abilities.

• Effective communication (verbal and written) with faculty, administrative staff, students, and University leadership.

• Familiarity with higher education policies and regulations is a plus.

• Willingness to embrace change and adjust to evolving priorities or circumstances.

• Responsible and reliable.

• Proactive and positive attitude towards work tasks.

• Willingness to learn and develop new skills.

• Meticulous and attention to details.

The School of Physical and Mathematical Sciences seeks a diverse and inclusive workforce and is committed to equality of opportunity. We welcome applications from all and recruit on the basis of merit, regardless of age, race, gender, religion, marital status and family responsibilities, or disability. 

This is a 2-year appointment. The offered title will be commensurate with the job experience and qualifications of the shortlisted candidate.

We regret that only shortlisted candidates will be notified.