The Office of Academic Services plays a key role in advancing the University's educational goals through implementing and administering the academic policies established by the University's academic body. We provide academic services for students from the time of their matriculation to their graduation.
The job holder will provide crucial support for processes relating to graduation matters, including the following:
- Prepare and validate the accuracy of the degree certificates and official transcripts (hardcopies and digital copies) for monthly issuance to graduates from the undergraduate programmes and higher degree programmes
- Handle and process requests for additional copies of official transcripts, records of examination results, mailing and replacement of degree certificates, certification letters and degree verification requests by current students, alumni or external organisations in accordance with established guidelines and protocols
- Maintain the graduation-related role-based mailboxes and attend to all email, phone or walk-in enquiries from students, alumni, employers and other institutions on graduation matters
- Maintain the systems for application and processing of transcripts, certification letters, degree certificate mailing and degree verification
- Support the procurement of degree certificates and transcript papers
- Support data requests, review and integration of processes, guidelines and policies pertaining to graduation matters, and assisting in the implementation of new initiatives, process improvements and system enhancements, as assigned
The incumbent will also be required to:
- Work independently and collaboratively with Schools to administer the examinations including venue planning, setting up venues as well as ensuring all resources and logistics are in place for the smooth conduct of examinations
- Provide support for examination accommodation arrangement and promptly follow up on any queries from Schools and students
- Assist in the conduct of examinations and collate all post-examination reports from Schools
- Provide support in procuring materials required for examinations
Requirements:
- Fresh Degree Holder from a recognised university or Diploma Holder with at least 3 years of relevant working experience in administration, preferably in academic services in the tertiary education sector.
- Proficient in office IT applications and Microsoft Office suite of applications.
- System and data-savvy. Working knowledge of SQL would be an added advantage.
- Experience in database and process management.
- Meticulous and organized with an eye for detail.
- Service-oriented mind-set and good interpersonal, communication and organisational skills, with the ability to collaborate and engage with people at different levels of the organisation.
- Able to multi-task and work under pressure with minimum supervision and tight deadlines.
- Familiar with the Personal Data Protection Act, in relation to collection, use and disclosure of students and graduates’ personal data.
