Senior Executive, Outreach and Student Admin

Job description

Join Our Team at the School of Biological Sciences, Nanyang Technological University, Singapore The School of Biological Sciences (SBS), part of the College of Science at Nanyang Technological University, was established in 2002 with a mission to advance excellence in biological and biomedical sciences. Our research spans diverse and impactful areas including infectious diseases, immunology, neurodegenerative disorders, telomere biology, and genome function. SBS is home to a vibrant, international community of scientific leaders, researchers, and professionals dedicated to innovation, discovery, and education. We are looking for a motivated, proactive, and service-oriented Senior Executive (Student Administration) to join our Undergraduate Academic Team. In this role, you will provide administrative support to the Academic Manager and Associate Chair (Academic), contributing to the smooth delivery of undergraduate programmes. You will work closely with students, faculty members, and internal stakeholders to ensure efficient academic administration and an excellent student experience. Job Description Undergraduate Academic Programme Operations Support student course registration matters and attends to students’ enquiries Support class scheduling, faculty coordination, student track selection interviews, Blackboard system, and student communications Administer special course registration (eg. UAEB workshops, Research Experience) Process procurement and service requests through the Ariba system Maintain accurate course registration records, timetable databases, documentation of non-teaching hours fall under FYP and Professional internship for reporting Support preparation of timetable updates, maintain accurate students’ database Coordinate logistics for mid-term tests, including venue arrangements and administrative support Schedule lecture recordings and generate class and examination name lists Assist in website maintenance or updates Student Communication and Service Support Draft and send course registration-related communications, reminders, updates, and follow-up notes Monitor and follow up with students requiring additional support, including those on academic warning, facing programme termination or withdrawal, or with special educational needs Respond professionally to student and faculty enquiries and escalate complex matters when necessary Support a positive student and faculty experience through timely and reliable administrative coordination Support students’ course exemptions and 2nd major programmes enrolment and withdrawal Set up and manage online assignment submission drop boxes Executive Support Provide administrative and personal assistant support to the Associate Chair (Academic), including calendar management, appointment scheduling, and meeting coordination Other Administrative Duties Support School-wide initiatives and special projects, such as summer programmes, orientation activities, and other ad hoc assignments as required Requirements Diploma qualification with relevant administrative experience Preferably 2–5 years of experience in programme administration, student administration, academic operations, executive education, or related roles Entry level candidates with a positive attitude, strong initiative, and willingness to learn are encouraged to apply Strong organisational and time management skills, with the ability to manage multiple priorities and deadlines Meticulous, detail-oriented, and able to work independently Excellent interpersonal and communication skills, both written and verbal Proficient in Microsoft Office applications, including Excel, Word, PowerPoint, Outlook, and Microsoft Teams Experience in NTU or another Institute of Higher Learning (IHL) will be an advantage Familiarity with NTU administrative systems, student administration processes, or Ariba procurement will be an added advantage The School of Biological Sciences 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. We regret to inform that only shortlisted candidates will be notified. Hiring Institution: NTU