Senior Executive, Admin Support

Job description

The School of Chemistry, Chemical Engineering and Biotechnology (CCEB) is seeking an experienced and highly motivated Senior Executive to join our team. The School is committed to developing programmes that offer cutting-edge lifelong learning solutions and globally recognized qualifications accessible by aspiring professionals and lifelong learners. This incumbent plays a critical role in supporting the school’s postgraduate office by providing administrative and operational support for the smooth running of master’s programmes. The role ensures that all processes related to student administration, academic operations, and postgraduate services are executed efficiently, in compliance with institutional policies and academic regulations. The position also supports continuous improvement initiatives to enhance service quality and operational effectiveness. This role reports to the Head of Graduate Office and Associate Chair (Graduate). Programme Operations: Academic Administration Administer postgraduate student life cycle activities including admission registration, enrolment, module registration, academic progression, examination, and graduation. Maintain accurate student records in university systems and ensure data integrity for reporting and audit purposes. Coordinate with academic departments, supervisors, and graduate committees to facilitate academic and administrative processes. Support the implementation of academic policies, guidelines, and quality assurance procedures for postgraduate programmes. Programme Operations: Operations & Process Management Manage day-to-day postgraduate office operations to ensure timely and accurate execution of academic and administrative tasks. Monitor key operational timelines such as course registration periods, examination schedules, and graduation deadlines. Prepare operational reports, statistics, and documentation for management review. Assist in process improvement and digitalisation initiatives to enhance efficiency and service delivery. Programme Operations: Outreach/Marketing Activities Organise outreach events for prospective students, current students, and alumni. Raise purchase requests for catering services via the Ariba system. Prepare ITQ documents for outreach/marketing-related activities. Prepare workshop/seminar announcements for posting in CCEB. Book venues for information sessions and seminars. Other Administrative Duties Manage the onboarding processes for part-time lecturers. Manage a role-based email account. Assist in the preparation and consolidation of data for reporting purposes where required. Assist the programme director in tracking the financial status of the programme and making accurate financial projections. Develop and maintain SOPs for the administration of the MSc programme. Liaise with University offices to ensure the smooth running of the programme. Attend meetings of College/University-level committees on MSc programmes. Assist in any ad hoc matters as delegated and required. Requirements Educational Qualification(s) Reputable Diploma or Bachelor’s degree. Specialisation in science or engineering disciplines is preferred but not essential. Knowledge Required Familiarity with admission cycles, matriculation processes, student records management, and academic progression tracking. Proficiency in basic productivity tools such as Microsoft Office (Word, Excel, PowerPoint), Microsoft Teams, and Adobe software. Ability to prepare, manage, and interpret administrative and academic data for operational and reporting purposes. Basic understanding of budget monitoring, cost tracking, and financial forecasting in an academic context. Relevant Experience 1–3 years of administrative experience, preferably in a higher education setting. Prior exposure to postgraduate or academic programme coordination is strongly preferred. Experience working with cross-functional stakeholders (faculty, students, and university departments). Skills & Competencies Excellent verbal and written communication skills. Ability to convey important information clearly and effectively. Responsible and independent, with strong time management skills. Skilled in multitasking while maintaining attention to detail. Good situational awareness and the ability to assess and respond to dynamic conditions effectively. Other Personal Attributes Proactive and positive attitude towards work tasks. Strong service orientation. Eagerness to learn new skills and systems. Self-motivated, with a proactive approach to challenges. Analytical thinker with strong problem-solving capabilities. The School of Chemistry, Chemical Engineering and Biotechnology seeks a diverse and inclusive workforce and is committed to equality of opportunity. We welcome applications from all and recruit on the basis of merit, regardless of age, race, gender, religion, marital status and family responsibilities, or disability. We regret to inform that only shortlisted candidates will be notified. Hiring Institution: NTU