Job Description

A young and research-intensive university, Nanyang Technological University, Singapore (NTU Singapore) has 33,000 undergraduate and postgraduate students in engineering, business, science, humanities, arts, social sciences, education and medicine. Ranked among the worlds top universities. NTU Entrepreneurship Academy (NTUpreneur) provides education within the University and the region.The Senior Executive will contribute to the success of NTUpreneur and its Overseas Entrepreneurship Programme. Responsibilities include providing meticulous administrative, financial and logistical support, including preparing contracts, organising data and documentation, and ensuring compliance with university processes. The role also involves collaboration with the finance team on government claims and audits.Coordinate students interview for OEP, perform admin function to faciliate placement processes

• Prepare, consolidate and compile students details and offer letters, ensuring accuracy
• Coordinate pre-departure briefings and info sessions
• Create courses, upload templates and manage enrolment in NTULearn

Check eligibility and obtain approval for students to embark on OEP

• Determine if students are eligible for the OEP based on their application forms, the documents they submitted and other eligibility criteria
• Get each schools approval for their student to embark on OEP
• Resolve issues and handle situations that arise if the school does not approve of any student

Prepare and consolidate documentation for OEP and oversee the archive of key documents

• Coordinate, disseminate and compile student reports to faculty, company and NTUpreneur supervisors and Office of Academic Services
• Generate surveys, collect and consolidate survey data on OEP alumni for MOE annual survey and reporting purposes
• Ensure all key documentation (e.g. approval letter from schools, students resumes) is archived
• Determine best practices for new processes and procedures

Handle and answer student queries and liaise with schools, international partners and clients

• Answer student queries and concerns regarding the application process such as missing documents, incorrect forms and misunderstanding of requirements
• Solve issues that students may have throughout the entire placement process (e.g. technical errors)
• Guide the professors and external partners on how to fill out the forms
• Manage the expectations of the relevant parties in terms of timeline
• Answer queries if there are issues filling out the assessment forms and help to troubleshoot

Handle the finance processes relating to disbursements, payments and claims

• Disburse student grants in tranches in a timely manner
• Decide on how to best split the existing Journal funds for disbursement of grants
• Make payment to international partners/representatives accurately and in a timely manner according to their service agreements and resolve payment issues
• Coordinate and collate information from OEP Placement Managers necessary for audit exercises

Support the Growing Entrepreneurial Talent innovation grant

• Manage student applications and update application forms
• Handle panel assessments of submissions
• Provide logistic support on marketing or student-centric activities that allow our students to be actively engaged with the startup community

Adapt and design marketing collaterals for OEP

• Use Adobe Illustrator to adapt existing graphic designs for use across a variety of mediums such as social media, PowerPoint slides, EDMs and physical banners

Requirements:

• Bachelor's degree or equivalent in a relevant field
• Proficiency in basic database management tools and a solid understanding of data principles
• Ability to execute financial processes such as grant disbursements, payments and claims and liaising with grant agencies for audit purposes
• Skill in accurately inputting, updating and compiling data, conducting regular quality checks, and resolving any discrepancies or errors
• Excellent communication skills to effectively collaborate with team members, gather requirements, and address needs across various departments

Relevant experience:

• Experience in preparing grant claims and liaising with grant agencies
• Experience in contract administration
• Experience in administrative, finance, and procurement functions, preferably within a government or quasi-government organization (experience in institutions of higher learning is advantageous)

Skills and proficiencies:

• Strong communications skills in both written and spoken.
• Proficient in Microsoft Excel and familiarity with database-management platform
• Familiarity with procurement and financial systems such as SAP and Ariba
• Highly driven with a willingness to thrive in a fast-paced, team-oriented environment
• Strong attention to detail, reliability, and a commitment to following established processes meticulously
• Demonstrated empathy for students and a passion for working with them

We regret to inform that only shortlisted candidates will be notified.Hiring Institution: NTU

Nanyang Technological University