Senior Executive, Graduate Studies

4 weeks ago

Singapur, Singapore NTU (Nanyang Technology University- Main Office-HR) Full time
The School of Chemistry, Chemical Engineering and Biotechnology is seeking to hire a Senior Executive to provide support to the Graduate Studies team. The incumbent will be supporting the school to effectively manage the graduate studies and research processes

Responsibilities:

AdmissionsPrepare interview logistics and schedule interviews for shortlisted applicants.Compile student and supervisor preferences and assist the Associate Chair to assign students to supervisors according to stipulated requirements.Maintain scholarship files and track application status to ensure updated information is readily available.Work with admin team to provide logistical support to postgraduate students when they arrive.Liaise and arrange for orientation programme for postgraduate students (Eg catering, slides preparation, goodie bags & etc).

ExaminationCoordinate with course coordinators to compile all examination requirements and feedback and submit to Central Admin.Prepare list of examiners and invigilators for the courses offered and submit confirmed list to OAS.Collate, check and submit examination papers from examiners, ensuring formatting guidelines are met and relevant signatures are obtained prior to submission.Coordinate in script checking and marks entry.

Qualifying examination (QE), thesis submission and oral examination (OE)Coordinate on processes for QE, OE and thesis submission.Work closely with faculty and students to ensure that examiners have been confirmed and approved.Coordinate with students and panel members to schedule QE and OE.Inform panel members and students of the presentation schedule.Check to ensure all the forms are duly and correctly filled and are submitted in order.Consolidate forms, oral reports, assessment reports and submit to Central Admin/ Graduate College.Monitor the progress of Thesis Advisory Committee (TAC) meetings and oversee the QE and OE to ensure smooth running of the Thesis review process.Ensure timely scholarships renewals.

Leave Application (LOA, Conference/training leave)Check and ensure that student submit all the necessary supporting document for leave of absence, PG overseas conference leave and training leave.Process all the leave application and reimbursement promptly.Create vendor via ServiceNow for new vendor for payment.

STP (Exchange/ Non- graduating students)Prepare a guideline for student to apply their STP application online.Work with OGEM and One Stop to process the documents.Ensure that enrolment letter and SOLAR form are sent out to the student so that they can submit STP application to ICA.Create ServiceNow requests for student payment of Research Fees, Application Fees and Miscellaneous Fees.

Research GrantSupport ACR manager with research grant verifying, e.g. Ariba purchasing verifier, facility/chemical charging form verifier, etc.

OthersPerform postgraduate processes in accordance to the policies and guidelines of the University.Provide support in process alignments within the unit.Maintain up-to-date postgraduate student records.Work closely with Students unit for graduation/ hooding ceremony.Tracking Graduate Assistant Scheme (GAP) hours and submit the report to Office of Admission on annual basis.Assist TA coordinator in assignment of Teaching Assistants' duties.Support the coordination of PG events such as 3MT.Any other adhoc duties or projects assigned.

RequirementsA recognized diploma or bachelor's degree in any discipline.Proficient in MS Office.1 to 2 years prior experience in tertiary research administration is preferred. Or experience of working in a customer focused environment.Strong ability to communicate (verbal and written skills) effectively with students, faculty, and team members.Planning and organizing, communication skill, negotiation and influencing skills.Knowledge of contract management, data analysis, financial management.Resourceful and independent.Ability to work effectively under pressure.Proactive and a positive attitude towards work tasks.Conscientious team player.Assertive and meticulous.

Hiring Institution: NTU

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