Job Brief: Administrative Executive
As an Administrative Executive, you will play a key role in supporting the Education and Training department at IFPAS. Your responsibilities will encompass a variety of administrative tasks to ensure the smooth delivery of courses, workshops, and related programs. You will also be the primary point of contact for members and potential students, ensuring their needs are met with professionalism and efficiency.
Roles and Responsibilities
Your responsibilities shall include, but are not limited to:
Student and Member Support
- Respond to inquiries from members and potential students via phone, email, or other communication channels regarding courses, workshops, and other education-related concerns.
- Provide guidance and assistance to students on funding, accreditation applications, renewals, certificates, and other documentation requirements.
Application and Payment Processing
- Receive and process applications and payments for courses, workshops, certifications, and other programs.
- Maintain accurate and organized records for transactions and applications.
Reporting and Documentation
- Prepare and submit required reports, including daily summary receipts, feedback summaries, and any other relevant departmental reports.
- Scan and file documents for archiving and record-keeping purposes.
Class Coordination
- Coordinate and manage both physical and virtual classes at various venues, including office premises, corporate locations, or external commercial sites.
- Assist in preparing classrooms and virtual setups for smooth program execution.
Course Funding and Subsidies
- Assist with funding submissions, such as SkillsFuture, IBF-STS, IBF-FTS, and other applicable programs.
- Ensure compliance with funding guidelines and processes.
Non-Subsidy Program Management
- Oversee the administration of non-subsidized programs, including fee charging and invoicing.
- Prepare daily sales reports (DSR) and other financial summaries related to non-subsidized programs.
Exam and Certification Support
- Invigilate resit exams, ensuring compliance with exam protocols.
- Assist in class preparation and manage ad-hoc tasks related to examination processes.
Event Support
- Participate and assist in company events such as conferences, seminars, receptions, and exhibitions.
- Provide administrative support as needed during these events.
Ad Hoc Duties
- Take minutes during meetings as required.
- Perform other ad-hoc tasks and provide related data or reports as needed.
Key Competencies
- Strong organizational and multitasking skills.
- Excellent communication skills, both written and verbal.
- Proficient in Microsoft Office Suite and other relevant software.
- Familiarity with education funding schemes and processes (e.g., SkillsFuture, IBF) is an advantage.
- Ability to work independently and as part of a team.
- High attention to detail and accuracy.
This role is essential to the effective functioning of the IFPAS Education and Training department. The ideal candidate will demonstrate a proactive approach to problem-solving, a commitment to customer service excellence, and the flexibility to manage varying responsibilities in a dynamic environment.
