Senior Executive, Administrative Support

This incumbent is part of Nanyang Business School Corporate Services - Academic Support team, that primarily supports faculty in research and teaching-related administrative matters. The team seeks to achieve operational excellence in creating a customer-focused, faculty-friendly service centre. This incumbent will be the key liaison for faculty on all administrative matters related to research and teaching activities.
Job Responsibilities
1. Course Support:

• Work closely with program offices and faculty on teaching schedules
• Assist in dissemination of course materials and information on the learning management systems/platforms
• Preparation of course packs
• Scheduling of student consultations
• Support CA and examination invigilation

2. Finance/Procurement

• Ensure all spending are in accordance with NTU policies and guidelines
• Assist in budget planning for faculty-related expenses
• Proper filing and accounting of revenue and expenditure for periodic financial reporting
• Proper and timely processing of expenses claim incurred by faculty
• Assist with purchases in accordance with NTU procurement policies and guidelines
• Conduct due diligence for all procurement, assuring an efficient purchase that balance cost and value

3. Events Management

• Assist in the organization of seminars, workshops, and retreats, including logistical arrangements, budget monitoring, and smooth on-site execution
• Manage the logistics of visits by academics and potential candidates for faculty recruitment

4. Other General Administration:

• Establish SOPs for each area of work and review processes for efficacy
• Provide support to faculty on administrative matters such as claims submissions, requests for approvals, etc.
• Assist with travel arrangements for faculty on official business
• Setup and manages logistics for meetings with internal and external stakeholders
  • Prepare and coordinate logistical support for meetings
  • Preparation and editing of presentation slides
  • Arrange, prepare agenda and refreshments, and write minutes of meetings
• Mailing and printing services
• Manage office stationery supplies for faculty
• Proper record keeping and filing

Job Requirements

• Minimally a Diploma in Business Administration, or related field.
• Degree in Business Administration, or related field, is preferred.
• Minimum 5 years' of working experience in an administrative role.
• Relevant working experience in education sector will be advantageous.
• Strong proficiency in MS Office suite, and online productivity tools.
• Articulate with excellent communication skills
• Able to work individually and collaborate with others as a team
• Strong planning, organizational and problem-solving skills
• Independent and possess strong multi-tasking abilities
• Meticulous and attentive to details

Hiring Institution:
NTU