Job Description

Established in 1992, the Wee Kim Wee School of Communication and Information (WKWSCI) is the only full-fledged communication school in Singapore and is a world-class centre of excellence with an international faculty, state-of-the-art research laboratories, and global institutional affiliations.We are seeking for a Senior Executive to join our undergraduate programmes team. The successful candidate will be involved in handling day-to-day operations including but not limited to admissions administration, course timetabling and course registration, managing exams process, student management, collaborating with stakeholders like faculty, students, and parents, and executing logistical planning for programme-related events. This role is critical to ensure that operations and services are delivered to meet the needs of the programmes and its stakeholders.The key responsibilities include:Admissions AdministrationSchedule and provide support for admission interviewsMaintain records and archival of admission data in teamsite\xe2\x80\x8bProgramme AdministrationProvide administrative and logistics support for undergraduate courses, including courses with overseas immersionEnsure the timely update of timetable in the system.Handle students\xe2\x80\x99 course registration matters for current and exchange students, including course enrolment, vacancies management and course appeals.Assist in venue and facilities booking.Maintain record of the final class lists and programme lists in TeamSiteCollate course syllabi every semester and update in teamsiteManage faculty, part-time instructors and guest speakers \xe2\x80\x98requests.Handle queries from students on programme-related matters.Exam ManagementResponsible for assigning invigilation duties, formatting of examination papers, special arrangements for continuous assessments, tests and semester exams, scanning of Optical Mark Recognition (OMR) sheets for quizzes.Coordinate with course instructors on marks submissionSupport on marks entry for part-time lecturersAssign marks checking duties and maintain a roster of checkersPrepare reports and related materials for the Board of Examiners (BOE) meetingEventsResponsible for coordinating all events/programmes administration and logistics, including food catering and liaison with external parties to ensure the successful execution of each eventAssist with sourcing of corporate gifts, packing of event kits and collaterals and on-site logistics support.General AdministrationSupport procurement and finance matters like raising purchase orders, invoice payment, and creating jobs for student assistants using internal systems like ARIBA/WSSTrack programme budget and expenditureTrack research students\xe2\x80\x99 GAP hours and Seminar AttendanceAdvise faculty on the process for textbook order.Maintain mobility data in the exchange portal maintained by the Office of Global Education and Mobility.Consolidate data and reports for submissionRecruit and manage student assistants for counter servicesAdminister Conflict of Interest for Examination declarationProvide secretariat support to the Department LeadThe key requirements include:Bachelor\'s degree or Diploma with a minimum of 4 years of relevant work experience, preferably in academic administration.Good communication and writing skills with ability to communicate and interact well with diverse stakeholdersProactive problem solver and adaptable to dynamic environmentsStrong organisational and time-management skills, able to plan and prioritise work which may have competing deadlinesAbility to understand and evaluate existing work processes to identify inefficiencies and areas for improvementAbility to handle confidential informationProficiency in Microsoft Office applicationsStrong customer service focus with a passion for supporting faculty and studentsTactful and able to demonstrate empathy whenever necessarySelf-motivated team player who can work independently with minimal supervision, and work collaboratively with colleagues in a team-oriented environmentGood sense of initiative and responsibility with a positive work attitudeMeticulous, organised with a strong willingness to learnWe regret that only shortlisted candidates will be notified.Hiring Institution: NTU

Nanyang Technological University