Senior Executive, Admin Support

We are seeking an administrative staff to assist the program director to run the administration for the postgraduate by coursework programme. This position offers an opportunity to gain valuable experience in a dynamic work environment.

Responsibilities:

Programme Operations: Admission

• Monitor the overall progress of admission cycle
• Prepare applicant list and check submitted documents are in order
• Prepare matriculation and distribution of matric cards for incoming students

Programme Operations: Academic Services

• Prepare timetables of classes and examinations
• Prepare attendance lists of the modules after add/drop period for records purpose
• Setup teaching evaluations for each trimester
• Book venues for classes and examinations
• Setup modules before each trimester in Oracle
• Setup modules in NTULearn
• Liaise with students for module registrations prior each trimester during add/drop period
• Manage Add/Drop period for every trimester

Programme Operations: Examinations

• Prepare and print attendance lists for the modules in each trimester
• Confirm/Book exam venues and schedule practicum presentations
• Prepare forms for invigilator report (for absentees) and chief invigilator (for collection of examination scripts)
• Prepare spreadsheets with students' details for Board of Examinations
• Check mark list printouts after the Board of Examinations concluded

Programme Operations: Outreach/Marketing Activities

• Organise Outreach Events for prospective students, current students and alumni
• Raise Purchase Requests for catering services via Ariba system
• Prepare ITQ for outreach/marketing related activities
• Prepare workshop/seminar announcements for posting in CCEB
• Book venues for information sessions and seminars

Other Administrative Duties

• Manage the onboard processes for Part-time lecturers
• Manage role-based email account
• Assist in the preparation and consolidation of data for reporting purposes where required
• Assist the recruitment of new staff
• Assist the programme director in tracking the financial status of the programme and make accurate financial projections
• Develop and maintain SOPs for the administration of the MSc programme
• Liaise with University offices to ensure the smooth running of the programme
• Attend meetings by College/University-level committees on MSc programmes
• Assist in any ad hoc matters as delegated as required

Requirements:

Educational Qualification(s)

• Diploma or Bachelor's degree.
• Specialisation in science or engineering disciplines is preferred but not essential.

Knowledge Required

• Familiarity with admission cycles, matriculation processes, student records management, and academic progression tracking.
• Proficiency in basic productivity tools such as Microsoft Office (Word, Excel, PowerPoint), Microsoft Teams, and Adobe software.
• Ability to prepare, manage, and interpret administrative and academic data for operational and reporting purposes.
• Basic understanding of budget monitoring, cost tracking, and financial forecasting in an academic context.

Relevant Experience

• 1–3 years of administrative experience, preferably in a higher education setting.
• Prior exposure to postgraduate or academic programme coordination is strongly preferred.
• Experience working with cross-functional stakeholders (faculty, students, and university departments).

Skills & Competencies

• Excellent verbal and written communication skills.
• Ability to convey important information clearly and effectively.
• Responsible and independent, with strong time management skills.
• Skilled in multitasking while maintaining attention to detail.
• Good situational awareness and the ability to assess and respond to dynamic conditions effectively.

Other Personal Attributes

• Proactive and positive attitude towards work tasks.
• Strong service orientation.
• Eagerness to learn new skills and systems.
• Self-motivated, with a proactive approach to challenges.
• Analytical thinker with strong problem-solving capabilities.

The School of Chemistry, Chemical Engineering and Biotechnology 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.

We regret that only shortlisted candidates will be notified.