Job Description

Job Summary
Provide strategic and comprehensive administrative and secretarial support to the Associate Chair (Faculty) and school management, driving efficient faculty recruitment and appointment processes while enhancing operational workflows and ensuring compliance with university policies.
Responsibilities

• Deliver comprehensive administrative support to the Associate Chair (Faculty) by managing procurement, claims, travel arrangements, and document submissions to ensure seamless daily operations
• Coordinate secretariat functions for committees and meetings, including booking venues, preparing agendas, taking minutes, and tracking follow-up actions to facilitate effective decision-making
• Maintain confidentiality and exercise discretion in handling sensitive documentation to uphold data security and trust
• Lead support for digitalisation initiatives by streamlining workflows and improving service delivery to enhance operational efficiency
• Maintain accurate and current records; prepare reports, presentations, and internal communications to support informed leadership decisions
• Collaborate with internal departments such as Finance, HR, and Research Office, and external vendors to resolve compliance and process-related issues, ensuring smooth administrative operations
• Support faculty recruitment by datamining and profiling potential international candidates and creating accessible databases for reference
• Liaise with School's HR and Shared Services teams to advance faculty appointment, re-appointment, promotion, and tenure processes, ensuring timely and compliant execution
• Manage end-to-end faculty recruitment logistics including interview and meeting scheduling, travel arrangements, campus visits, and claims processing to facilitate candidate engagement
• Prepare faculty dossiers for appointment, re-appointment, and promotion committee reviews, ensuring documentation completeness and adherence to university policies
• Support the annual faculty appraisal exercise by coordinating timelines and processes to ensure compliance and smooth execution
• Develop and maintain faculty recruitment-related publicity materials to support school management's outreach efforts
• Perform additional faculty-related and administrative duties as assigned to support the team's and school's strategic objectives

Requirements

• Possess Diploma in Business Administration, Education or any related field
• 3-5 years of professional administrative experience, ideally in higher education or research-intensive settings
• Proven track records in supporting leaders and managing complex workflows
• Strong organisational and time management skills with ability to meet deadlines
• Calm under pressure and able to juggle competing priorities
• Excellent interpersonal and written communication skills
• Prior experience working in an Institute of Higher Learning (IHL)
• Proven ability in coordination and organizational work
• Meticulous, with strong attention to detail and comfortable handling a high volume of paperwork

Contract Period: 6 months
Location: Boon Lay / Nanyang Avenue
Mondays to Fridays office hours
EA License No: 96C4864
Reg. No.: R24121728 EUNICE WOO JING QI

Skills Required