Head, Office of Dean of Students Group Services (Office of Dean of Student)

COMPANY DESCRIPTION

Singapore Management University is a place where high-level professionalism blends together with a healthy informality. The 'family-like' atmosphere among the SMU community fosters a culture where employees work, plan, organise and play together building a strong collegiality and morale within the university.

Our commitment to attract and retain talent is ongoing. We offer attractive benefits and welfare, competitive compensation packages, and generous professional development opportunities all to meet the work-life needs of our staff. No wonder, then, that SMU continues to be given numerous awards and recognition for its human resource excellence.

RESPONSIBILITIES

• Work closely with the Dean of Students to oversee ODOS units administratively:
  • Co-ordinate resource allocation discussions with the DOS, Directors, and heads during the annual planning exercise covering budget, manpower, space, and IT requirements.
  • Support staffing procedures to ensure operational continuity and facilitate growth areas within ODOS units.
  • Review and organise maintenance and upgrade of current facilities and equipment as well as work with facilities and space management offices on requests for new workstations/space.
  • Facilitate information exchange and discussions within ODOS through regular heads meetings.
  • Engage with other ODOS heads for collaborative efforts to enhance student well-being and development.
  • Act as the primary contact point and manage administrative requests, enquiries and reports from external offices within ODOS.
• Manage ODOS Group Services team operations to uphold financial governance standards and assist ODOS colleagues:
  • Review and establish streamlined workflow processes and standards for centralized administrative support, ensuring compliance with university policies.
  • Oversee claims and procurement activities (for ODOS staff and student clubs) to align with budgetary and policy guidelines.
  • Identify opportunities for cost savings and productivity enhancements.
  • Assist ODOS units with audit checks and enquiries.
  • Oversee team in asset management and verification.
• Promote ODOS initiatives and accomplishments through effective internal and external communications with managerial support:
  • Identify key focus areas and target audiences (prospective and current students, internal stakeholders, etc.) to tailor messages across various platforms.
  • Identify opportunities and platforms to showcase ODOS' initiatives.
  • Maintain consistent branding on the Campus Life website for external audiences, as well as for internal communications.
• Improve student well-being through participation in Voices@SMU:
  • Support students reporting harassment, discrimination, and bullying by managing cases and facilitating resolutions.
  • Contribute to the outreach and educational endeavors of Voices@SMU.
• Assist in managing the Student Conduct portfolio within ODOS:
  • Aid the lead for Student Conduct in case reviews, panel hearings, and recommendations on sanctions for Senior Management consideration.
  • Support management and maintenance of accurate records and case files.
  • Assist the lead for Student Conduct in reviewing policies and documents.
• Other duties
  • Represent ODOS in interdepartmental committees like the WSH Steering Committee and university-wide taskforces such as the organizational transformation committee.
  • Provide support to ODOS units in events and forums as well as in student care and wellbeing initiatives.
  • Health and safety duties for ODOS such as
    • Fire warden.
    • Risk Champion (conducting safety checks and ensuring compliance with safety guidelines).
• Any other duties as assigned by DOS.

• Degree in any discipline.
• At least 8 years of relevant working experience (including demonstrated competence in administration, budget planning and/or leading a team in operations).
• Aligned with the vision and mission of out-of-classroom co-curricular education and general philosophy of education.
• Analytical and possesses strategic perspective to identify synergies across diverse teams.
• Demonstrated ability to lead a team and manage daily operations.
• Meticulous, organized and able to multi-task.
• Effective communicator who can foster collaboration with diverse groups of stakeholders.
• Excellent interpersonal skills and communication skills (both written and oral).

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Candidates who do not possess the stipulated qualifications but have relevant work experience may still apply. Remuneration and appointment terms shall commensurate with qualifications and experience. SMU reserves the right to modify the appointment terms where necessary.