Senior Executive / Executive (Planning & Programme Management)

PSB Academy Pte Ltd; Santo Niño 1st; On-site; PHP 2,307,000 - 2,966,000; Full time

Job summary

PSB Academy Pte Ltd is seeking a capable Programme Planning & Scheduling administrator to manage timetables, lecturer allocations, and student services across multiple faculties. You will coordinate with Heads of Schools, manage associated lecturers, and ensure accurate data in the student management system for smooth programme delivery.

The role covers exams planning, data upkeep, and stakeholder liaison, with duties spanning from schedule creation to handling student inquiries and pass

Qualifications

• Degree in any discipline with minimum 2 years of working experience.
• Prior relevant experience from the Private Education industry will be an advantage.
• Meticulous, able to multi-task and self-motivated with strong organisation skills.
• Good team working skills and a flexible approach to delivering team results.
• Ability to plan, prioritize and organize own work independently to achieve agreed results and, at times, under pressure.
• Good oral and written communication skills and ability to liaise and network with internal and external stakeholders.
• Excellent administrative and organizational skills with good level of numeracy, accuracy and attention to detail.
• Good understanding of higher education qualifications in Singapore and Internationally.
• Knowledge of optimization tools will be advantageous.

Responsibilities

• Prepare Overall Schedule based on programme information and input from Schools.
• Plan and schedule timetables with scheduling system (Syllabus Plus) and release timetables within the given timeframe.
• Work with Heads of Schools to schedule assignments to academics and prioritise full-time academics.
• Provide accurate information and schedule updates to stakeholders as necessary.
• Liaise with vendors for outsourced tasks such as lecturer placement, contracts and payroll processing.
• Manage and update the pool of Associated Lecturers.
• Plan and manage resources (rooms, lecturers) using Syllabus Plus for smooth delivery.
• Input, maintain and update information in the student management system (eTeam or other applications).
• Ensure up-to-date AL’s name list and list of modules taught by each AL.
• Liaise with relevant departments for statutory updates on programmes and ALs.
• Plan examination schedules with Exam Team and liaise with Exam Centre.
• Prepare assessment material at pre-course stage with associates/academics.
• Perform full spectrum of student services administration and orientation for new students.
• Prepare and disseminate confirmed start term, test/quiz/exam information to students.
• Resolve student queries and issues pertaining to pathway and course administration.
• Handle and process student queries (re-module, deferment, extension, etc).
• Monitor and track module enrolments; follow up on deviations from study pathway.
• Use SMS to enrol students; monitor attendance and issue warning letters.
• Prepare information for student pass renewal and class attendance registers.
• Disseminate information to students via mass communications platforms.
• Monitor payment of course fees and issue invoices.
• Prepare examination nominal role; follow up on absences for exams.
• Flag at-risk students and follow up.

Skills

Resource planning

Data management

Student management

Exams coordination

Programme management

Multitasking

Communication

Team collaboration

Microsoft Office

Education

Degree in any discipline

Tools

Syllabus Plus

eTeam system

Student Management System

Microsoft Office (Word, PowerPoint, Excel)

Job description

This is a 1-year contract role, with potential renewal or conversion based on performance and organisational headcount.

1. Programme Planning & Scheduling

• Prepare Overall Schedule based on programme information and input from Schools.

• Plan and schedule timetables with scheduling system (Syllabus Plus) and release timetables within the given timeframe.

• Work with Heads of Schools to schedule assignments to academics (Full Time/Associates) and to ensure full-time academics are prioritized and optimally assigned to teaching assignments.

• Provide accurate information and schedule promptly and updates to relevant stakeholders as and when necessary.

• Liaise with vendors for outsourced tasks, such as lecturer placement, issuance of contract and payroll processing etc and support in providing necessary data and information where required.

• Managing and updating the pool of Associated Lecturers.

2. Resource Planning & Data Management

• Plan and manage resources (e.g. room, lecturers) using Syllabus Plus to ensure smooth delivery of programmes.

• Input, maintain and update information and data to student management system using eTeam system and / or other applicable applications.

• Ensure up-to-date AL’s name list and list of modules taught by each AL.

• Liaise with relevant department for all statutory updates on programmes and AL

3. Exams

• Working with Exam Team to plan examination schedules for assigned programmes.

• Liaise with Exam Centre for main and re-exams.

• Support Exam Team to liaise with associates/academics for preparing assessment material at pre-course stage

4. Student Management

• Perform full spectrum of student services administration, including but not limited to

• Organise and conduct orientation for new students

• Prepare and disseminate confirmed start term, test/quiz/exam information to students

• Resolve student’s queries and issues pertaining to their pathway and course administration

• Handling and processing of student’s queries/requests (re-module, deferment, extension, exemption, programme switch, withdrawal, etc)

• Monitor and track module enrolments of students in each term and follow-up on deviations to standard study pathway

• Use the Student Management System to perform and administer the enrolment of students for their study

• Monitor attendance of students, administer warning letters, follow-up on absenteeism and provide weekly/monthly reports

• Prepare info for student pass renewal

• Prepare class attendance registers

• Disseminate information to students via mass communications platforms

• Monitor student payment of course fees and issuance of invoices

• Preparation of examination nominal role

• Follow up with student on absences for exams

• Flagging and follow up of at risk students
  

5. Programme Management

• Assist in lecturer orientation where required.

• Liaise with internal academics and/or university partners on administrative and operational matters related to the courses

• Build and maintain good relationship with internal and external stakeholders

6. General Matters

• Ad hoc duties as required
  

Others

• Any other ad-hoc duties as required by the company from time to time.

Job Requirements

• Degree in any discipline with minimum 2 years of working experience.

• Prior relevant experience from the Private Education industry will be an advantage.

• Meticulous, able to multi-task and self-motivated with strong organisation skills.

• Good team working skills and a flexible approach to delivering team results.

• Ability to plan, prioritize and organize own work independently to achieve agreed results and, at times, under pressure.

• Good oral and written communication skills and ability to liaise and network with internal and external stakeholders.

• Excellent administrative and organizational skills with good level of numeracy, accuracy and attention to detail.

• Good understanding of higher education qualifications in Singapore and Internationally.

• Good working knowledge of Microsoft Office applications including Word, PowerPoint and Excel. Knowledge and experience in using resource.

• Knowledge of optimization tools will be advantageous.

• Able to work on rostered shift hours (8.30am to 6pm OR 10am to 7pm) and Job Location will be at The Cathay or Marina Square.