Job Description

This position forms the core Administration team of the School. The successful candidate will work closely with the School’s Senior Administrator (SA) on general administration and operations job functions, including but not limited to HR administration, Facilities management, IT administration, and Procurement. He/she will also perform secretarial job functions to the School’s Chair and will interface regularly with other administrative and facilities teams from the University and other Colleges/Schools to achieve the strategic goals of the School.


HR Administration

• Collaborate with School’s Faculty Affairs HR on administrative tasks, which include (but not limited to):
  • Prepare Invitation and Honorarium letters for Invited Speakers.
  • Manage logistics and administrative arrangements for Visiting Professors, Invited Speakers and School’s visitors, such as booking air fare and accommodation, arranging temporary office and key card access, book venues and manage catering for seminar and arrange for Lab cleaning.
  • Develop EDM and Publish invitations for Invited Speakers’ Seminars.
• Manage the onboarding arrangements for School’s staff.
• Manage the exit clearance of School’s staff in accordance to the School’s SOP.

Facilities Management

• Assist in the management of facilities in the School as part of the operations team.
• Work together with the team to develop up-to-date SOPs for key processes for the School, in alignment with University’s guidelines and policies.
• Ensure effective building and facilities maintenance, and optimise resources with appropriate maintenance and upgrading.
• Prepare academic office for new faculty staff and allocate cubicle for new postgraduate students, exchange students and new staff.

Assets Management

• Establish good understanding of the University (NSS) Asset Management policy, guidelines, procedures and provide guidance to the various stakeholders on the assets requirements.
• Assist the School Finance team to improve on asset processes, establish a system of controls, procedures for the recordation of assets acquisitions, disposals, and transfers.
• Perform asset tagging.
• Update the School’s Asset inventory and record.
• Coordinate the planning and execution of the annual asset audit (Physical Asset Sighting) exercise.
• Manage and coordinate other asset related work, as assigned by the SA.

Secretarial Functions

• Manage the role-based email account of School’s Chair.
• Attend to the scheduling of School’s Chair appointments.

Events Management

• To lead and/or support School-organised functions and events.

Other Duties

• To support the School’s management team by undertaking ad hoc duties and projects as assigned by the SA, such as exam invigilation duties.

Requirements

• Minimum degree holder in any related field from a recognized University.
• At least 4 years of relevant experience. Prior working experience in the tertiary education sector will be advantageous, though not necessary.
• Exposure in fixed asset management, audit, governance, and controls will be an advantage.
• Good communication skills, both written and oral.
• Detailed oriented, meticulous with positive attitude.
• Resourceful, self-driven, proactive, problem solver, ability to work independently.
• Good organisational and planning skills.
• A good team player who works well with various stakeholders.
• Ability to work well under pressure.

Hiring Institution: NTU In line with Singapore’s nationwide Vaccination-Differentiated Safe Management Measures (VDS), employees must be fully vaccinated to return to the workplace, unless certified to be medically ineligible. For Information on VDS, please click here .