Academic Affairs Executive

GLOBAL SCHOOL OF TECHNOLOGY & MANAGEMENT PTE. LTD.; Singapore; On-site; SGD 45,000 - 65,000; Full time

Job summary

GLOBAL SCHOOL OF TECHNOLOGY & MANAGEMENT PTE. LTD. seeks an Academic Affairs Executive to support the Head/Lead in administering academic operations, including assessments, attendance, course delivery and student progression.

The role emphasizes meticulous records, policy adherence and timely communication with lecturers and students. Responsibilities cover assessment administration, lecturer coordination, student case management and ensuring compliance with EduTrust GD4 requirements through

Qualifications

• Diploma or Degree in Education, Business Administration, Management or related discipline.
• Preferably 2–3 years of relevant experience in academic administration or student services.
• Experience with assessment/examination administration, records, progression or related processes is preferred.
• Understanding of SWDA EduTrust and EduTrust GD4 requirements is advantageous.
• Strong attention to detail, confidentiality and adherence to timelines.
• Proficiency in Microsoft Office; familiarity with academic administration systems is a plus.

Responsibilities

• Assist in planning and administering assessment and examination activities in line with calendars and policies.
• Coordinate assessment schedules, venues, invigilation and related logistics.
• Maintain audit-ready examination records, results and related documentation.
• Coordinate lecturer onboarding, records, contracts and teaching assignments.
• Communicate schedules, requirements and updates to lecturers and students accurately.
• Prepare documentation for academic meetings, audits and progression decisions.
• Support EduTrust readiness and compliance activities, including record-keeping and evidence submission.

Skills

Attention to detail

Organisational skills

Communication skills

Time management

Education

Diploma or Degree in Education, Business Administration, Management or related discipline

Tools

Microsoft Excel

Student management systems

Learning management systems

Job description

Academic Affairs Executive

Position Summary

The Executive, Academic Affairs supports the Head/Lead of Academic Affairs in the effective administration and coordination of the institution’s academic operations, including Assessment & Examinations, Attendance & Academic Progress, Course Delivery & Academic Operations, Curriculum & Academic Quality, Learning Resources, Lecturer Coordination & Management, Student Case Management & Support, and Timetabling & Lecturer Deployment.

The position works closely with the Head/Lead, lecturers, students and other departments to ensure that academic activities, records, assessments and progression processes are administered accurately, consistently and within approved timelines.

A key responsibility is to maintain complete, accurate and audit-ready academic documentation and records, and to support the consistent implementation of approved academic policies, procedures, programme requirements and applicable Skills and Workforce Development Agency (SWDA) EduTrust requirements, including relevant EduTrust Guidance Document 4 (GD4) requirements relating to academic processes and records.

The role requires a highly organised and detail-oriented individual who can manage multiple academic cycles and deadlines, communicate professionally with lecturers and students, and follow through on operational matters independently while escalating exceptions appropriately.

Key Responsibilities

1. Assessment &Examinations

• Assist the Head/Lead inplanning and administering assessment and examination activities in accordancewith approved academic calendars, programme requirements and institutional procedures.
• Coordinate assessment andexamination schedules, venues, invigilation arrangements, assessment materialsand other logistical requirements.
• Maintain appropriatecontrols over examination papers, scripts, marking records, results and other confidential assessment materials.
• Coordinate the collection,tracking and submission of assessment papers, marking schemes, scripts and results from lecturers within stipulated timelines.
• Check assessment andresults documentation for completeness and accuracy, and follow up on discrepancies, missing information or outstanding submissions.
• Assist with thecompilation, verification and processing of academic results, including documentation required for approval, release and student progression.
• Maintain accurate andaudit-ready assessment and examination records, including relevant approvals,moderation records, attendance, results and supporting documentation.
• Support the administrationand documentation of re-assessments, appeals, academic misconduct cases and other assessment-related matters in accordance with approved procedures.

2. Course Delivery,Lecturer Coordination & Academic Operations

• Assist the Head/Lead in coordinating day-to-day programme and course delivery, including class schedules, lecturer deployment, academic calendars and teaching arrangements.
• Coordinate lecturer onboarding and maintain lecturer records, qualifications, contracts/engagementdocumentation, teaching assignments and other required academic documentation.
• Communicate teaching schedules, programme requirements, assessment deadlines, academic procedures and operational updates to lecturers.
• Monitor lecturer submissions and academic deliverables, including lesson materials, attendance, assessments, marking, results and other required records, and follow up onoutstanding items.
• Maintain current programme and module/course documentation, including curriculum information, module outlines, lesson plans, teaching resources, assessment plans and related academic records.
• Assist with programme reviews, curriculum updates and implementation of approved academic changes, ensuring relevant records and stakeholders are updated.
• Coordinate academic resources and operational requirements necessary for effective programme delivery, and elevate delivery issues to the Head/Lead where appropriate.
• Coordinate timetabling and lecturer deployment,including class schedules, teaching assignments, changes and replacement arrangements, and ensure timely communication to affected lecturers, students and departments.
• Coordinate and maintain learning resources required for programme delivery, including approved teaching and learning materials, resource availability and related academic records, and follow up ongaps or outstanding requirements.
• Support curriculum and academic quality activities by maintaining approved curriculum documentation, tracking academic quality requirements and coordinating follow-up arising from programme reviews ,academic meetings, feedback or quality-assurance activities.

3. Attendance, AcademicProgress & Student Case Management

• Maintain accurate student academic records, including attendance, assessment results, progression status, academic decisions and other relevant documentation.
• Monitor student attendance, academic performance and progression, identify cases requiring follow-up and support the Head/Lead in coordinating appropriate academic interventions.
• Coordinate academic counselling arrangements, make-up classes, re-assessments, deferments, appeals and other academic cases in accordance with approved policies and procedures.
• Communicate academic schedules, assessment arrangements, results, progression requirements and other academic information to students accurately and on a timely basis.
• Prepare and maintain documentation for academic cases, progression decisions and other student academic matters, ensuring records are complete, traceable and appropriatelyapproved.
• Work with Student Services and other departments on student matters that have academic implications andensure appropriate follow-up and documentation.
• Support the Head/Lead incoordinating and documenting student academic cases, including attendance, academic progress, counselling/intervention, appeals and other cases requiringacademic review or follow-up.

4. Academic Quality,Records & Department Support

• Support the Head/Lead in implementing and monitoring academic policies, procedures, controls andquality-assurance requirements across the department.
• Conduct routine checks of academic records and documentation to identify incomplete, inconsistent oroverdue items and coordinate corrective follow-up.
• Maintain organised, current and audit-ready academic files and registers, with appropriate version control,confidentiality and records management.
• Prepare academic data, trackers, reports, meeting papers and supporting information for management review, academic meetings, audits and regulatory/quality-assurance activities.
• Provide secretariat andadministrative support for academic meetings where required, includingpreparation of materials, minutes and action tracking.
• Support departmental improvement projects, system/process enhancements and other duties assigned bythe Head/Lead of Academic Affairs.
• Assist the Head/Lead inreviewing academic operations and records against applicable SWDA EduTrust and EduTrust GD4 requirements, and follow up on identified gaps or correctiveactions.
• Support EduTrust assessment and audit readiness by compiling, checking and organising academic evidence ,records, trackers and supporting documentation, and by ensuring requestedacademic information can be retrieved promptly.
• Keep abreast of relevant updates to SWDA EduTrust and EduTrust GD4 requirements affecting academicadministration, and support the Head/Lead in implementing required changes todepartmental processes, forms, records and practices.

Requirements

• Diploma or Degree in Education, Business Administration, Management or a related discipline, or equivalent relevant experience.
• Preferably at least 2 to 3years of relevant experience in academic administration, examinations,programme administration or student academic services; experience within Singapore’s Private Education sector would be advantageous.
• Hands-on experience supporting assessment/examination administration, academic records, programmedelivery or student progression processes is strongly preferred.
• Good understanding of academic administration processes and the importance of confidentiality,accuracy, document control and adherence to approved policies and timelines.
• Strong attention to detailand numerical accuracy, with the ability to check assessment records, results,schedules, student records and supporting documentation carefully.
• Strong organisational and follow-up skills, with the ability to manage concurrent academic cycles,multiple deadlines and high-volume documentation in a structured manner.
• Good written and verbal communication skills, with the confidence to coordinate professionally with lecturers, students, management and colleagues across departments.
• Proficiency in Microsoft Office, particularly Word and Excel; experience using student management, learning management or academic administration systems would be advantageous.
• Able to work independently within established procedures, exercise sound judgement on routine academic matters and promptly elevate exceptions, risks or matters requiring theHead/Lead’s decision.
• Candidates with a proven track record of improving academic administrative processes, maintainingaudit-ready records or supporting academic quality/compliance reviews will havean advantage.
• Working knowledge of Singapore’s Private Education regulatory environment, particularly applicable SWDA EduTrust requirements and EduTrust GD4, is preferred. Candidates should be able to understand and apply requirements relevant to academic governance, assessment,programme delivery, student academic management, records and evidence.
• Prior experience supporting an EduTrust assessment, internal audit, compliance review or academic quality-assurance exercise is advantageous, particularly where the candidate was responsible for preparing academic evidence, checking records, coordinatingfollow-up actions or supporting assessment readiness.