Overseas Desk Manager

COMPANY DESCRIPTION

Singapore Management University is a place where high-level professionalism blends together with a healthy informality. The 'family-like' atmosphere among the SMU community fosters a culture where employees work, plan, organise and play together - building a strong collegiality and morale within the university.

Our commitment to attract and retain talent is ongoing. We offer attractive benefits and welfare, competitive compensation packages, and generous professional development opportunities - all to meet the work-life needs of our staff. No wonder, then, that SMU continues to be given numerous awards and recognition for its human resource excellence.

RESPONSIBILITIES

• This position is for Dato' Kho Hui Meng Career Centre (DKHMCC).
• Overseas Internships & Operations
• Responsible for all administrative and operational aspects within DKHMCC related to overseas internships. Duties include coordination with participating students, hosts, and funding agencies. Manage and have oversight of all administrative and operational aspects within DKHMCC for overseas internships. These include close coordination with participating students, hosts and the funding agencies.
• Administer initiatives associated with funded programmes such as GIA, GRT, and MITACS as they are implemented across ASEAN, China, India, and Canada.
• Manage end-to-end processes and reporting for the Global Ready Talent Programme for students undertaking overseas internship.
• Provide support to account managers for overseas internships, including application processing and billing coordination.
• Handle logistics, including venue booking, travel and accommodation planning, catering, insurance, corporate gifts, and hosting of local and overseas guests.
• Develop and implement processes and protocols to ensure compliance with policies concerning student travel, accommodation, and insurance.
• Ensure reporting and completion of requirements by students and hosts—such as pre-departure checklists, insurance, language courses, and other activities—according to academic and funding agency standards.
• Serve as the primary point of contact for students and overseas partners, providing information about requirements, schedules, and administrative processes for overseas internships.
• Organise briefings, information sessions, networking, and external events (virtual and in-person) for students.
• Monitor and review current administrative practices and recommend updates or improvements to support the funded programme's development and best practices.
• Monitor regulations regarding labour, visas, and travel for host countries where internships occur.
• Maintain an internship calendar and coordinate publicity throughout the academic year to encourage participation.
• Data & Reporting
• Maintain granular programme statistics and indicators for overseas internships.
• Prepare reports and presentations for senior management and funding agencies.
• Plan, coordinate and conduct tracer survey of graduates who have participated in the funded programmes.
• Support the analysis of feedback and participation trends to inform programme enhancements.
• Create and maintain dashboards or summary trackers to monitor KPIs such as student numbers, host countries and satisfaction scores.
• Cross-functional Coordination
• Collaborate with internal departments (e.g., OFIN, OC, OFM, OCCM) to ensure compliant programme execution.
• Manage procurement and contract management, including vendor sourcing, service delivery follow-ups, and invoice processing.
• Maintain detailed programme documentation and standard operating procedures (SOPs) for knowledge continuity and process improvement.
• General Support
• Support other Career Centre activities as needed.
• Perform additional tasks assigned by the reporting officer at DKHMCC.

QUALIFICATIONS

• Degree holder with 5 to 7 years of strong administrative experience.
• Relevant work experience in a student facing role within a university or public service administration setting would be a strong advantage.
• Meticulous and detail-oriented, with a strong appreciation for thorough planning, accurate documentation, and process consistency.
• Demonstrated commitment to service excellence, with a service-oriented mindset and practical experience in implementing customer service strategies.
• Possesses in-depth knowledge of the higher education landscape and university organizational structures; experience in account management with corporate partners is an added advantage.
• Resilient and adept at time management, ensuring efficient and effective case management.
• Committed to working with students, with a strong understanding of current trends in student affairs within the higher education context and the ability to navigate its complexities.
• Excellent written and verbal communication skills, complemented by strong interpersonal and negotiation abilities, and a proven track record in stakeholder management to build and maintain productive relationships.
• Highly motivated, adaptable, and results-driven, with a readiness to embrace change and a capacity for rapid learning.
• Driven self-starter with strong analytical, critical thinking, and problem-solving skills; capable of identifying opportunities for operational improvements and implementing solutions independently.
• Strong team player who is resourceful, resilient, and thrives in fast-paced, results-oriented, and ambiguous work environments.
• Exercises sound judgment, discretion, and decision-making when handling confidential and sensitive matters.
• Capable of managing multiple projects simultaneously in a fast-paced environment.
• Strong problem-solving skills, with the ability to work independently using a structured approach of questioning, organizing, researching, and analyzing to interpret information.
• High cultural intelligence and sensitivity to diversity, with the ability to communicate and engage effectively with individuals from varied cultural backgrounds.
• Technologically proficient, with advanced expertise in Microsoft Office applications, including Word, PowerPoint, Excel, and Access.
• Proficient in Microsoft Power Automate for workflow automation and digital form/survey creation, and skilled in using Power BI to develop dashboards and support data-driven decision-making.
• Proficiency in speaking and reading an ASEAN language is considered an asset.

OTHER INFORMATION

Candidates who do not possess the stipulated qualifications but have relevant work experience may still apply. Remuneration and appointment terms shall commensurate with qualifications and experience. SMU reserves the right to modify the appointment terms where necessary.

Please note that your application will be sent to and reviewed by the direct employer - Singapore Management University