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.
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
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 ad-hoc duties or projects assigned
Requirements:
- A bachelor’s degree in any discipline
- Proficient in MS Office
- At least 1 year of prior experience in educational program management is preferred
- 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.
