- To ensure an efficient operation of graduate studies (pre-admission) and research processes.
- Support on admission and coordinate orientation for graduate students.
- Administer post-admission graduate studies matters such as schedule mass qualification examination timetable, change of supervisor, candidates’ downgrade/extension/termination, process local and overseas conferences/attachments, exchange students’ applications, etc.
- Provide a supportive/engaging environment to faculty members and graduate students.
- Assist on enquiries pertaining to graduate studies (pre- and post- admission).
Responsibilities:
Admissions
- Prepare 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).
Examination
- Coordinate 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 Grant
- Support ACR manager with research grant verifying, e.g. Ariba purchasing verifier, facility/chemical charging form verifier, etc.
Others
- Perform 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.
Requirements
- A 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.
