Operations & Administrative Executive

2 weeks ago

Kent Ridge, Singapore National University of Singapore Full time $40,000 - $80,000 per year

At NUS, we value the health and wellbeing of our staff. We aim to facilitate people's journey towards a state of complete physical, mental and social wellbeing, where we realise our own potential and able to contribute meaningfully to our work and communities. Together, we can help our people to stay healthy and meaningfully engaged.

We seek to hire an Executive within the University Counselling Services administration team, to provide comprehensive front desk, administrative, and operational support at the University Counselling Centre, ensuring efficient client appointment management, prompt stakeholder communication, accurate data handling, and smooth execution of daily operations and departmental initiatives. The individual will also support ad-hoc departmental projects/activities as assigned by the management. The role is vital in maintaining high service standards and supporting the Centre's mission to deliver effective counselling and well-being services to the university community

Duties & Responsibilities

Front Desk:

  • Execute front desk duties that include but not limited to scheduling of clients' appointments, administering walk-in clients, managing telephone calls and handle email enquiries, providing programmes and services information, and centre-related administrative duties.
  • Attend and respond to queries from internal and external stakeholders.
  • To be rostered as an Operations and Administrative support for the new satellite clinic on any of the day (inclusive of an hour of meal break):Tuesday Thursday: 08:30 AM – 06:00 and Friday: 9.30AM –5.30PM

Data / System Related:

  • Extract and tabulate data on regular basis as per centre requirement for reporting, trending, decision making, process review, etc.
  • Be involved in data analysis as well as understanding system and troubleshoot system related issues.
  • Identify trends and/or issues from data sources and identify opportunities for improvements.
  • Support work process improvement and feedback collation.

Administrative:

  • Provide support planning, logistics, coordination and execute actions required for department events and other initiatives.
  • Support the full spectrum of administrative functions, including but not limited to procurement and invoicing, overall office keeping process, meetings/programmes coordination, etc. that will ensure a smooth running of the operations.
  • Perform ad-hoc departmental projects / activities as assigned by the management.
Qualifications
  • Bachelor's degree in Business Administration, Operations Management, Hospitality, Data Science, or similar field related to client-managing
  • Minimum 3 years of relevant working experience
  • Proficient in Microsoft Office, Outlook, Teams
  • Good knowledge of front end and data visualisation tools for analytics applications implementation (dashboard, reports) with preferably previous experience in one or more of: Advanced Microsoft Excel (E.g. Formulas, Pivot tables, V-Lookup, etc), Microsoft Power BI, Qualtrics, other data processing, analysis and presentation platform.
  • Good analytical, synthesis, and communication capacity (written and oral), ability to negotiate and influence both internally and externally.
  • Fast learner on new domains, capacity to swiftly ramp up on knowledge curve, ability to operate both independently and in team with minimum prompting.

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