Management Assistant Officer, SCALE

Company description:

The National University of Singapore is the national research university of Singapore. Founded in 1905 as the Straits Settlements and Federated Malay States Government Medical School, NUS is the oldest higher education institution in Singapore

Job description:

Job Description

The School of Continuing and Lifelong Education (SCALE) was established to drive the expansion of NUS' lifelong learning offerings in a concerted and strategic way that furthers our mission to be a leading global university, as well as fulfil our role as a public university of Singapore, shaping the future

Through SCALE, working adults (i.e. professionals, managers and executives) who aspire to stay relevant and ahead of competition, companies looking to up-skill/re-skill their workforce, and even youths exploring quality tertiary education options, have access to NUS' suite of innovative, world-class continuing and lifelong education offerings

Drawing on unparalleled access to the multi-disciplinary expertise of 16 other NUS Faculties/Schools, SCALE offers youth, executive and professional development/education programmes, part-time and full-time degree programmes, as well as modular courses that may be taken singly or stacked towards certificates/diplomas/degrees that meet the lifelong learning needs of individuals. All programmes are designed and developed in consultation with the industry to ensure relevance and currency

About the Role

To augment our manpower resources in the School, we are looking for a suitably qualified candidate to join our Corporate Services Unit as Management Assistant Officer.

Reporting to the Associate Director (Corporate Services), the incumbent will undertake a wide range of administrative duties that need to be executed in an effective and efficient manner contributing to the smooth functioning of the School.

The work scope encompasses general office administration, procurement, supporting staff engagement, staff on-boarding/off-boarding activities and taking meeting notes.

The ideal candidate is one who possesses strong administrative skills. To be successful in the role, the incumbent must be a confident, meticulous, and competent self-starter requiring minimal supervision, with excellent writing and interpersonal communication skills.

This role is offered on a 3-year renewable contract basis in the first instance, with the prospect of a regular open employment contract thereafter subject to satisfactory job performance during the first 3 years.

Remuneration is based on a 13-month salary structure (i.e. inclusive of AWS), with an annual variable bonus which is subject to the incumbent's performance and the University/School's prevailing remuneration policies

The incumbent will be emplaced at an appropriate appointment grade based on individual merits

Key Duties & Responsibilities:

• Coordinate office activities and manage office premises to ensure operational efficiency and compliance to University policies

• Manage the on/off-boarding of staff members and ensure all necessary arrangements (such as workspace preparation and access rights) are completed efficiently and in a timely manner.

• Provide efficient secretarial support to upper management as assigned, such as managing calendars, scheduling meetings, coordinating appointments, and making travel arrangements.

• Manage all correspondences (e-mails, letters) and deliveries, including packages and other office supplies, ensuring prompt distribution and proper documentation.

• Organise School-level meetings and record minutes.

• Support the planning and execution of internal and external events.

• Support budgeting and procurement processes, including tracking and managing the inventory of office and pantry supplies and equipment.

• Create, maintain and update records and databases with personnel, financial and other data.

• Submit timely reports and prepare presentations/proposals as assigned.

Requirements:

Academic & Professional Certification

• Polytechnic Diploma or equivalent preferred.

• IT savvy and proficient in MS Office applications

Experience & Attributes:

• At least 5 years of related experience as an office administrator, personal assistant, or similar roles.

• Outstanding communication and interpersonal abilities with a positive work attitude.

• Excellent coordination and organization skills, with a customer service mindset.

• Strong team player who is meticulous, resourceful, resilient and thrives in a fast-paced, results-oriented and ambiguous work environment

To expedite application processing, a copy of academic certificates and transcripts from GCE O-level onwards should be uploaded via the online application portal. Salary expectations, if quoted, should not include variable components like performance bonuses, incentives & allowances.

More Information

Location: Kent Ridge Campus

Organization: School of Continuing And Lifelong Education

Department : Corporate Services

Employee Referral Eligible:

Job requisition ID : 29968