Total 6 admin assistant job vacancies in temasek polytechnic

• At least 4-8 years’ relevant work experience in office administration and provision of secretariat support
• People-oriented with strong interpersonal, verbal and written communication skills
• Self-driven, independent and a team player with good event organization skills
• Proficient in Microsoft and Adobe applications. Proficiency in other digital platforms such Power BI and Padlet would be an advantage
• Knowledge/experience in student management systems/processes would be an advantage

Successful applicant will be offered a 2-year contract in the first instance.

Closing Date: 27 March 2024

If you are shortlisted for the position, you should hear from us within 30 days of the closing date of the advertisement.

[What you will be working on]

Responsibilities:-

• Review of documents prior to publication of quotation/tender (ITQ/ITT)

• Review and provide feedback on Quotation & Tender Evaluation Reports  

• Review and approval of awards

• Assist with stakeholders’ queries

• Review of procurement work processes for compliance and improving efficacy

• Supervise and guide colleagues in the procurement team

• Conduct training sessions for Schools and Departments

• Involvement in procurement development projects to enhance procurement process efficacy Identify opportunities for process improvements

• Any other procurement related functions and initiatives

[What we are looking for]

Requirements:-

• Minimum 3-4 years of experience in public procurement

• Possess good analytical and problem solving skills to address cross functional work issues

• Good verbal and written communication

• Proficiency in Microsoft Word, Excel and Powerpoint

• Hands on experience with procurement platform, GeBIZ, and Cumulus (Workday) system will be added advantage

Successful candidate will be offered a 2-year contract in the first instance.

Closing date: 25 March 2024

If you are shortlisted for the position(s), you should hear from us within 30 days of the closing date of the advertisement.

• Support as secretariat of Campus Rejuvenation (CR) Committee and manage the CR project to rejuvenate Campus Infrastructure, Teaching & Learning Facilities from planning stage till the successful handover of the rejuvenated buildings to RP.
• Coordinate with stakeholders to collate detailed users’ requirements from schools, centres, offices and departments from concept design to detailed design, including to manage the design-change requests.
• Coordinate with stakeholders to minimise disruptions to campus operations especially academic lessons with the provisions of the decanting facilities throughout the construction phases, including prioritising the phases based on needs and functions.
• Prepare the budget papers, cashflow projections and decanting scheduling for Office of Estates (OES) to seek Senior Management such as Development Committee (DC), Board of Governors (BOG) and eventually Ministry of Education’s (MOE) approval.
• Manage contract administration of the multi-disciplinary consultancy tenders and construction tenders including procurement, specification formulation, evaluation, recommendation and site work implementation.
• Manage the performance of the main contractors, consultants and Managing Agent to uphold the quality services.
• Oversee the project management of minor renovation, addition & alteration works including facilities management to support OES departmental roles and functions.

[What we are looking for]

• Possess background in Project Management Services, Construction Services, Building Services, Engineering or related field with at least 3 years of relevant working experience preferred. Experience in government procurement, managing multi-disciplinary consultants and submissions to regulatory authorities will be an added advantage.
• Sound planning and organizing skills, with a strong sense of responsibility for completing assigned duties on time.
• A good team player with good communication, interpersonal and collaboration skills to engage stakeholders across all levels and able to work independently at the same time.
• IT savvy with digitalisation, computer-aided design (CAD) and project scheduling skills.

[What you will be working on]

Your responsibilities will include, but are not limited to, the following:

Course Administration

• Liaise and work closely with internal and external stakeholders to ensure the successful launch and completion of CET courses for adult learners

• Manage course planning and schedules, CET course updates on websites, course registration, admission interviews, enrolment, tracking of students’ course completion, coordinate course evaluation surveys

• Prepare admin documents, setup systems for students and trainers including coordinate set-ups in learning management systems, provide technical support for course delivery

• Manage department email account and hotline, to ensure customer queries are addressed accurately and in a timely manner

• Oversee automation projects and process and system enhancements for office operations

• Manage all learner and course records and prepare statistical reports according to the Records Management procedures

School Admin

• Support general administrative functions of the department including counter duty and finance processes including requisition, purchasing, goods receiving and inspection, invoicing and payments

• Lead project teams/ committees to plan and organize events at the school level, e.g. networking forums, CET course previews

• Prepare regular and ad-hoc reports for internal and external stakeholders, analyse data and address queries relating to the reports

• Ensure proper records management under school admin work areas 

• Manage and execute other administrative tasks assigned by the Management

[What we are looking for]

• Preferably with experience in a similar job role/ education & training environment

• Meticulous, strong admin skills and able to multi-task

• Good in record keeping, inventory, and document management for traceability

• Proficient with Excel, PowerPoint, SharePoint, and Power Automate or BI (or willing to learn)

• Able to work independently and as a proactive & collaborative team player

• A tenacious attitude with a growth mindset

• Familiar with data analytics

• Interest to learn new systems and embrace new office technologies and tools for higher productivity

[What you will be working on]

Responsibilities:-

• Design and create visually stunning PowerPoint presentations that effectively communicate ideas and data.
• Develop compelling infographics that simplify complex concepts and data points.
• Create innovative 3D designs that provide immersive and interactive experiences.
• Design attention-grabbing posters for various campaigns and events.
• Collaborate with content creators, and project teams to understand design requirements and deliver solutions that meet objectives.

[What we are looking for]

Requirements:-

• Proven experience in designing impactful PowerPoint presentations, infographics, 3D designs, and posters.
• Proficiency in using design software such as Adobe Creative Suite (Illustrator, Photoshop, InDesign), PowerPoint, and 3D modelling tools.
• Strong understanding of design principles, layout, and typography.
• Ability to transform ideas and concepts into visually compelling designs.
• Excellent communication skills and ability to work in a collaborative team environment.
• Candidate must be a team player as well as be able to work independently.

Closing date: 31 March 2024

If you are shortlisted for the position, you should hear from us within 30 days of the closing date of the advertisement.

What you will be working on

• Setting up and managing academic systems (e.g., timetabling, TP Assessment and Examinations Processing System, TP Subject Management System, TP Student Attendance System, BrightSpace, POLITEMall, etc), which will involve managing the processes and data entry, troubleshooting issues, and addressing queries related to these systems.

• Delivering administrative tasks related to academic processes (e.g., admission, examiner meetings, academic progression, etc).

• Supporting physical, virtual or hybrid events and activities (e.g., Open House, EAE seminar, JAE, school talks, Learning journeys, Applied Learning Modules, etc).

• Assisting in administrative tasks for committees related to academic processes (e.g., School Disciplinary Committee).

• Developing automation for various work processes related to academic support.

• Handling other ad-hoc administrative duties as assigned.

What we are looking for

• High proficiency in Microsoft Office (particularly in  Microsoft Excel).

• Effective in written and verbal communication, coupled with a strong ability to work well within a team.

• Willingness to learn new digital skills and/or AI Tools that can help with the automation and digitalisation of existing administrative processes.

• Candidates with knowledge and skills in digital automation tools (e.g., Microsoft Power Automate, Microsoft Power Apps, UiPath, etc), data visualisation tools (e.g., Microsoft Power BI, Tableau), or survey tools (e.g., Microsoft Forms, QuestionPro) will be preferred.