Responsibilities
Office Administration
• Administer procurement, reimbursement and financial activities
• Assist colleagues from other units in overseeing office related matters
• Serve as the secretary/note-taker for all Meetings
• Assist with the planning and organisation of meetings, workshops/seminars, activities
• Assist with the selection of instructors
• Assist with all other related administrative tasks
Course & Student Administration
• Oversee and manage inter-college/school/department collaboration and serve as the liaison between Office and Colleges/Schools and Course Coordinators on matters relating to student enrolment, and the coordination of academic matters and activities
• Oversee and manage all course-related matters, duties will include being a liaison to all course coordinators and instructors, submitting course outlines for approval, timetabling planning, course registration, setting up of course and assessment sites, organisation of the end-of semester quizzes, uploading and consolidation of course marks/grades, end-of-semester Board of Examiners meeting, administering and consolidating data from course surveys, handling of course-related enquiries, and handling of all course-related student matters
• Administer academic exercises such as student combination in classes (ensuring classes consist of a good mix of students from different programmes), change of classes, course exemptions and credit transfers
Faculty & HR Matters
• Work with colleges/schools and course coordinators on the assignment and allocation of full-time and adjunct instructors teaching courses
• Work with HR and schools on the appointment of new adjunct instructors and reappointment of existing adjunct instructors
• Approve the the teaching reimbursement claims of adjunct instructors
• Prepare the necessary information needed and scheduling of instructors for annual performance appraisal of instructors and coordinate with HRBY and the reporting officers of lecturers on appraisal meetings
Outreach
• Be the main point of contact and support to students and partners and schools on matters
• Conduct, coordinate and/or support activities to share and promote the school mission and curriculum, including the compilation and production of relevant marketing materials and eDMs
• Assist in the planning and organisation of outreach activities including marketing collaterals (eg, door gifts)
Requirements
• Bachelor’s degree with at least 5 years of relevant working experience, preferably in an institute of higher learning and/or the education sector
• Prior experience in a relevant administrative/managerial role in an institute of higher learning will be advantageous
• Meticulous with good organisational skills and a keen eye for detail
• Strong analytical and problem-solving skills
• Excellent communication and interpersonal skills
• Good writing skills with the ability to prepare clear reports
• Proficient in handling data and numbers
• Proficient in MS Office applications (Word, PowerPoint, Excel and Access) - knowledge in advance Excel is a requirement
• Knowledge of student information/database management systems would be advantageous
• Strong stakeholder management, influencing and collaboration skills
• People-oriented and a proactive team player
• Ability to multi-task and deliver with quality and timeliness
• Ability to work independently with minimum supervision
Licence no: 12C6060
