Assistant Dean (Training Administration & Communications)

Job description

[What the role is] The Assistant Dean (Training Administration & Communications) spearheads and plans the full spectrum of NACLI’s course administration functions including course scheduling, master calendar updates, facilities allocation, trainer deployment, among others to ensure smooth implementation of training programmes for People’s Association (PA) staff, grassroots leaders, and other partners in support of NACLI’s and PA’s strategic directions. The role also provides strategic direction to the Training Admin team in leveraging tech-enabled solutions and system automations to reap efficiency gains in course admin processes and training deployment. The incumbent facilitates continuous improvements in NACLI’s training resource management system (LEAP) in support of smooth and stable training admin and training resource deployment functions, while also value-adding to NACLI’s broader business processes through the analysis and sense-making of key training statistics for presentation to management. In addition, the Assistant Dean strategises and plans NACLI’s Training Comms initiatives, encompassing training publicity and outreach efforts, publications, branding, social media engagement, offline/online social media learning campaigns, and Our Community Gallery outreach. These efforts aim to grow mindshare about PA and NACLI, amplify the value of the Institute’s training and work in support of building capabilities of PA staff and the grassroots movement in closing last mile delivery of PA and WOG objectives. [What you will be working on] Planning and Course Administration Plans and charts NACLI’s overall training plans for the Institute in support of NACLI’s and PA’s strategic directions in partnership with NACLI’s front and middle offices Leverages business statistics and analysis for strategic planning purposes to achieve the Institute’s desired outcomes in partnership with NACLI’s Middle Office Oversees and value-adds to the planning of NACLI’s training schedules for various target groups including PA staff, GRLs etc. Reviews and drives continuous improvements in course administration workflow and business processes; leveraging tech-enabled solutions and automation to achieve greater operational efficiency and provide better service delivery to NACLI’s stakeholders Updates and aligns with NACLI departments on revised workflows and business processes for seamless workflow across the Institute Guides the Training Administration Account Managers in their interface with NACLI’s GRC Account Managers to ensure smooth implementation of constituency-based training programmes Monitors feedback on course administration matters and acts on service recovery, if necessary for better internal and external customer service Training Communications & Our Community Gallery Outreach Spearheads corporate communications, media relations, branding and outreach efforts to raise NACLI’s organisational visibility and strengthen its corporate identity, including managing media and publicity for NACLI’s major project and programmes Provides strategic oversight and direction on integrated publicity strategies and outreach initiatives for Our Community Gallery, ensuring alignment with PA/NACLI's broader communications and branding objectives Stewards team in the development and implementation of course announcements/ nominations notice/ marketing brochures, blurbs to market and publicise NACLI's training programmes to PA staff, GRLs and relevant external organisations Plans the development of corporate collateral and internal publications, photographic and video resources to enhance NACLI’s corporate identity Strategises and value adds to contents across the Institute’s website and social media platforms including Facebook, Instagram, TikTok and LinkedIn Reviews existing and establishes new communication channels to strengthen brand awareness and widen outreach to targeted GRLs to ensure successful implementation of training initiatives in support of NACLI’s and PA’s strategic directions Monitors course subscription rate and recommends appropriate actions/strategies to continually improve course cancellation rates Training Resource Management Plans, projects and monitors annual training resources and budget for training expenditure Projects and establishes revenue targets from chargeable training programmes and rental of facilities Plans the deployment of NACLI’s training resources not limited to the following: Updating of Master Training Schedule Timely release of monthly training assignments Timely release of Weekly Schedule Timely update to management on key information on NACLI’s programmes and deployment matters Develops strategies, where appropriate, to optimise utilisation of training and residential facilities to boost occupancy rates Reviews and proposes revision to NACLI’s pricing structures regularly in support of the Institute’s strategic directions and deliverables AI, Training Analytics & Statistics Management Leads the analysis and reporting of NACLI’s training programme indicators, providing strategic insights and regular updates to senior management to support evidence-based decision-making, and oversees timely submissions to Data Management Division Performs statistical analysis and sense-making of insights from NACLI’s training performance indicators and targets and provides regular update to NACLI senior management Supervises the reporting of upcoming training programmes and Constituency-based Training at monthly Staff meeting and Training & Operations Coordination meeting Prepares relevant management reports and submission of NACLI key training performance indicators for release to PA Ops Systems Management & Automation Oversees the operational functioning of NACLI’s training resource management system [Learning And Performance (LEAP)] and Learning Management System (LMS); initiates and facilitates any change request with the respective system owners across PA Works closely with the Learning Science & Systems (LSS) department and value-add to the development of the LEAP system as Training Administration is the key user of the system Initiates and leads system user requirements, system implementation of new IT systems related to NACLI’s business and potentially the continued maintenance of the system Value-adds to system enhancements, drive process innovation and experimentations with automation efforts towards digitalising manual processes Other Leadership and Supervisory Roles Scans the horizon for best practices and trailblazes transformative ideas Seeks out opportunities for collaboration with internal and external stakeholders/ partners to enrich NACLI’s work Initiates and facilitates cross department ‘meeting of mind’ conversations to ensure continuous improvement to work processes that cut across departments Guides and supervises staff in discharging their duties and responsibilities effectively and efficiently and create opportunities for staff growth and development Supervises business administration support functions for all NACLI major projects and events Conducts regular presentation to management and staff to update on business processes and communication matters Supports cross-functional initiatives and broader organisational needs, as required [What we are looking for] Experience Minimum 8 years in business administration-related environment Minimum 5 years’ experience in supervisory or management position Strong leadership acumen (i.e. integration of business and people acumen) Background in corporate communications, digital communications and stakeholder engagement Experience in data management, reporting or business intelligence Experience in resource planning and budget management Skills & Competencies Strong written and verbal communication skills, with the ability to engage diverse stakeholders effectively Good interpersonal and relationship management skills, with experience working across teams and functions Strong planning, organisational, and critical thinking skills, with the ability to manage multiple priorities Proficient in working with IT systems, data, and statistics, with an aptitude for data analytics and resource management Strong literacy in Microsoft Office Productivity Suite Flair for digital media engagement and creative work, including the ability to develop and execute communications strategies Marketing skills with an eye for branding and audience engagement