Administration jobs in Singapore

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 an Assistant Manager/Senior Assistant Manager to join our graduate programmes team. The successful candidate will manage the graduate programmes’ (including continuing education) end-to-end administration including admission, programme management, student administration, and other related portfolios. This role is critical in ensuring smooth academic administrative services to meet the needs of the programmes and to enrich the students’ learning experience throughout their graduate academic journey.

The key responsibilities include:

Admissions Administration

• Oversee the end-to-end admissions process, from application review to offer issuance.
• Manage the admissions and application processes in alignment with timeline from Office of Admissions, which include reviewing admission targets, shortlisting of applicants, administration of interviews, collaborating with faculty and programme committees to manage application evaluation.
• Collaborate with NTU units and partner universities on the timeline and process for admission of incoming graduate students.
• Maintain and improve admissions systems and processes.
• Participation in physical and virtual outreach, such as information sessions, recruitment fairs, coffee chats, and hosting of collaboration partners.
• Conduct admission briefing sessions and provide consultation for potential applicants.
• Generate and analyse applications, admissions and scholarships data and work with school’s Business Development/ Communications & Events team for development and implementation of data-driven outreach and admissions strategies.
• Manage and coordinate with various stakeholders on requests for admissions-related information and collate the information for submission/reporting.

Programme Management

• Manage the planning and administrative processes for all graduate programmes including student exchange, courses with overseas immersion, and continuing education initiatives.
• Oversee timetabling planning and manage enrolment projections in consultation with faculty / Programme Directors.
• Oversee course registration and vacancy management as well as provide support to students for course fulfilment.
• Oversee the submission of proposals for new and revised courses, curriculum reviews, fee revisions, and related initiatives.
• Manage programme teaching requests from faculty, part-time instructors and guest speakers.
• Provide timely dissemination of course information, materials, and course programme announcements to students and booking of teaching facilities.
• Oversee the annual budget submission in consultation with Programme Directors, and track and monitor the budget and expenditure for graduate coursework and continuing education programmes,
• Work closely with the Office of Global Education and Mobility in maintaining overview of exchange mobility for graduate students.
• Collaborate with the team to identify and implement improvements in operational processes to enhance effectiveness and efficiency.

Student Administration

• Manage administration of student matters covering various processes such as leave of absence, withdrawal, dismissal, conversion of candidature and appeals.
• Manage programme related queries of graduate students through the coursework role-based mailbox, via phone and in person.
• Provide academic advising to students in course planning and prerequisite requirements for graduation.
• Monitor student’s academic progression to ensure that students complete graduation requirements within the candidate period.

Exam Management

• Coordinate with course instructors on marks submission, support marks entry for part-time instructors, and oversee the marks checking process.
• Prepare reports and related materials for the Board of Examiners (BOE) meeting.
• Manage post-examination process including finalised marks submission to NTU Academic Services and manage exam appeals.

Events

• Responsible for conceptualising and organising key events/activities for graduate students (e.g. information sessions, brown bag sessions, fireside chats, orientation sessions, pre-convocation events, etc)
• Oversee event planning and administration with external parties to ensure the successful execution of each event.
• Support university wide events such as convocation ceremonies.

General Administration

• Supervise procurement and finance matters like raising purchase orders, invoice payment, and creating jobs for student assistants using internal systems like ARIBA/WSS.
• Develop comprehensive data management system to support outreach and collaboration efforts and collection of academic data.
• Consolidate academic data and reports for management update.

The key requirements include:

• Good communication and writing skills with ability to communicate and interact well with diverse stakeholders.
• Strong people management skills.
• Proactive problem solving and adaptability to dynamic environments
• Strong organisational and time-management skills, able to plan and prioritise work which may have competing deadlines
• Ability to understand and evaluate existing work processes to identify inefficiencies and areas for improvement.
• Strong customer service focus with a passion for supporting faculty and students.
• Being tactful in service delivery and able to demonstrate empathy whenever necessary.
• Self-motivated team player who can work independently with minimal supervision and work collaboratively with colleagues in a team-oriented environment.
• Good sense of initiative and responsibility with a positive work attitude.
• Meticulous, organised with a strong willingness to learn.
• Ability to handle confidential information.
• Proficiency in Microsoft Office Suite applications.

We regret that only shortlisted candidates will be notified.