Singapore Job Openings
Nanyang Technological University
Senior Executive, Academic (Graduate Programmes)
FULL TIME
October 16, 2024
- Handle email queries on admission-related matters
- Prepare the applicant spreadsheet and download all supporting documents
- Follow up with applicants with incomplete documents
- Schedule and provide support for admission interviews
- Provide administrative and logistics support for graduate courses, including courses with overseas immersion
- Ensure the approved timetable is keyed in the scheduling system
- Assist in venue and facilities booking
- Maintain record of the final class lists and programme lists in Team Site
- Collate course syllabi every semester and update in teamsite
- Maintain proper documentation, archival and updates of undergraduate materials e.g. timetable, syllabus etc
- Share course syllabi with students before course registration
- Manage faculty, part-time instructors and guest speakers ‘requests.
- Handle queries from students on programme-related matters
- Manage the end-to-end process of visiting students’ applications including email queries
- Ensure all supporting documents from applicants are received before seeking approval from the Management Committee
- Work with OGEM on the processing of documents
- Prepare Enrolment Letter and Certificate of Completion for students
- Assign workspace for students
- General administrative support
- Process student conferences requests and ensure students do not exceed their conference support budget
- Track and update students’ conference funding
- Coordinate with course instructors on marks submission
- Support on marks entry for part-time lecturers
- Assign marks checking duties and maintain a roster of checkers
- Coordinate and prepare materials for the Board of Examiners (BOE) meeting
- Responsible for coordinating all events/programmes administration and logistics, including food catering and liaison with external parties to ensure the successful execution of each event
- Assist with sourcing of corporate gifts, packing of event kits and collaterals and on-site logistics support.
- Support graduate programmes on raising purchase orders, invoice payment, and creating jobs for student assistants using internal systems like ARIBA/WSS
- Track programme budget and expenditure
- Track research students’ GAP hours and Seminar Attendance
- Advise faculty on the process for textbook order.
- Maintain mobility data in the exchange portal maintained by the Office of Global Education and Mobility.
- Consolidate data and reports for submission
- Recruit and manage student assistants for counter services
- Administer Conflict of Interest for Examination declaration
- Provide secretariat support to the Department Lead
- Bachelor's degree or Diploma with a minimum of 4 years of relevant work experience, preferably in academic administration.
- Good communication and writing skills with ability to communicate and interact well with diverse stakeholders
- Good problem-solving and negotiation skills
- Strong organisational and time-management skills, able to plan and prioritise work which may have competing deadlines
- Ability to understand and evaluate existing work processes to identify inefficiencies and areas for improvement
- Strong customer service focus with a passion for supporting faculty and students.
- Tactful and able to demonstrate empathy whenever necessary
- Self-motivated team player who can work independently with minimal supervision, and collaboratively with colleagues in a team-oriented environment
- Meticulous, organised with a strong willingness to learn
- Good sense of initiative and responsibility with a positive work attitude
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