Overview:
This role will support in the planning, coordinating, and operationalising of programmes under Department of Family Medicine (DFM).
Responsibilities:
Involved in Support team in planning, coordinating and operationalising of programmes
- Support in tracking timelines for these programmes to ensure that all aspects are adequately covered.
- Support in tutor recruitment for all programmes.
- Support in planning and scheduling the various programmes. Notify tutors and students on details of teaching events.
- Create and tag tutors and students to learning events, assessment quizzes, teaching hours and feedback on Learning Management System (LMS).
- Populate all teaching materials onto LMS in a timely fashion for tutors and students.
- Create feedback events for all teaching sessions and tag tutors accordingly. Generate feedback reports for faculty’s review.
- Hosting of webinars over Zoom. Support tutors by hosting slides, Poll Everywhere and Zoom quizzes creation for webinars.
- Support and prepare materials (tutors’ handouts, scoring sheets, signages, carpark coupons, stationeries etc) for campus-based workshops.
- Liaise with stakeholders to book all required teaching facilities.
- Support in collating and checking mark sheets to achieve zero exam errors for CA components (5 quizzes)
Support in strategic recruitment and appointment of adjuncts
- Arrange for interviews with teaching adjuncts. Coordinate site visits to adjuncts’ clinics to assess suitability for teaching.
- Partner AA to see through each appointee’s appointment journey from start to end.
- Coordinate onboarding matters such as access cards, car parking privileges etc for adjuncts.
- Maintain DFM’s database of appointees. Monitor their allocated FTEs and advise if there is a need to modify according to appointees’ teaching commitments.
- Track expiry dates of appointments and follow-up on re-appointment or cessation.
Administrative Support for finance & procurement matters
- Ensure timely payments to part time tutors and standardised patients
- Collate tutors’ teaching hours for Dean’s Office to compute and make PECT payments to teaching partners
- Procure office supplies, stationeries, laptops, IT accessories, softwares, etc
Other duties
- Organize meetings for department and programmes
- General admin duties such as mails despatch, filing etc
- Onsite support for Phase II, III & V clinical examinations
Requirements:
- Diploma holder with 1 - 2 years of working experience
- Candidates without Diploma qualification may be considered if they have substantial experience
- Experienced in planning, managing, and implementing programmes in a University setting.
- Team player, meticulous with ability to work independently and proactively.
- Strong interpersonal and communication skills.
- Resourceful with a creative ability to make things happen.
- Proficient in Microsoft Office Application (Word, Excel, and PowerPoint).
- Team player and meticulous.
Work Specifications:
- Location: Western area
- Working hours: Weekdays, 8.30am - 5.30pm. May need to commit to some weekends.
