Administrative Executive (10-month contract), OAFA

Singapore Management University; Singapore; On-site; SGD 42,000 - 66,000; Full time

Job summary

Singapore Management University (SMU) invites applications for a role within the Office of Admissions and Financial Assistance (OAFA). The role involves administering student awards, managing applications via ISIS, and coordinating with schools, donors, and faculty to ensure timely award outcomes.

You will handle procurement, event logistics, and support financial aid schemes while ensuring compliance with university policies and donor requirements.

Qualifications

• Diploma or Degree in Business Administration, Accounting, Information Systems, or a related field.
• Experience in administrative, finance, or student services is advantageous.
• Assist in managing applications via the university's online student portal, including verifying documents.
• Basic understanding of financial or IT processes related to award administration.
• Strong knowledge of administrative and financial workflows (donor requirements preferred).

Responsibilities

• Administer student awards by tracking nominations, scheduling interviews, preparing approval documents, and ensuring accurate record-keeping.
• Manage applications via ISIS, verify supporting documents, and provide timely updates to students.
• Liaise with school administrators and faculty for clarifications and notify students of award outcomes.
• Coordinate with the stewardship team to align award criteria with donor intentions and university policies.
• Monitor nomination periods and selection deadlines.
• Maintain and update award management systems and workflows, providing feedback to improve usability and efficiency.
• Ensure all award processes comply with university guidelines and donor requirements.
• Procurement, Event Logistics & Operational Support for trophies and award-related functions.
• Provide support for financial aid schemes (Work Study Grants, Emergency Grants, MOE Loans, HOMES, Scholarships).

Skills

Administrative skills

Organisational skills

Written communication

Verbal communication

Multi-tasking

Education

Diploma or Degree in Business Administration/Accounting/IS

Tools

ISIS

Microsoft Office

Job description

• This position is for Office of Admissions and Financial Assistance (OAFA).
• Award Administration, Engagement & System Support
• Administer student awards by tracking nominations, scheduling interviews, preparing approval documents, and ensuring accurate record-keeping.
• Manage applications via ISIS, verify supporting documents, and provide timely updates to students.
• Liaise with school administrators and faculty for clarifications and notify students of award outcomes.
• Coordinate with the stewardship team to ensure award criteria and selection guidelines align with donor intentions and university policies.
• Monitor key dates such as nomination periods and selection deadlines.
• Maintain and update award management systems and workflows, providing feedback to improve usability and efficiency.
• Ensure all award processes comply with university guidelines and donor requirements.
• Procurement, Event Logistics & Operational Support
• Coordinate student award trophies, including reviewing vendor artwork and obtaining supervisor confirmation.
• Support event logistics by coordinating the administration of trophies with the university's event team for award-related functions.
• Perform other related tasks assigned by supervisors to support team operations, including assisting with projects, cross-functional initiatives, and adapting to evolving departmental needs.
• Provide support for financial aid schemes as needed, including:
• Work Study Grants
• Emergency Grants
• MOE Study Loan
• MOE Overseas Student Programme Loan
• HOMES (Government Bursary)
• Touch Points (Mailbox, Phone enquiries, and Walk-ins)
• Other duties as assigned.

Responsibilities

• This position is for Office of Admissions and Financial Assistance (OAFA).
• Award Administration, Engagement & System Support
• Administer student awards by tracking nominations, scheduling interviews, preparing approval documents, and ensuring accurate record-keeping.
• Manage applications via ISIS, verify supporting documents, and provide timely updates to students.
• Liaise with school administrators and faculty for clarifications and notify students of award outcomes.
• Coordinate with the stewardship team to ensure award criteria and selection guidelines align with donor intentions and university policies.
• Monitor key dates such as nomination periods and selection deadlines.
• Maintain and update award management systems and workflows, providing feedback to improve usability and efficiency.
• Ensure all award processes comply with university guidelines and donor requirements.
• Procurement, Event Logistics & Operational Support
• Coordinate student award trophies, including reviewing vendor artwork and obtaining supervisor confirmation.
• Support event logistics by coordinating the administration of trophies with the university's event team for award-related functions.
• Perform other related tasks assigned by supervisors to support team operations, including assisting with projects, cross-functional initiatives, and adapting to evolving departmental needs.
• Provide support for financial aid schemes as needed, including:
• Work Study Grants
• Emergency Grants
• MOE Study Loan
• MOE Overseas Student Programme Loan
• Tuition Grant Subsidy Extension
• Scholarships
• HOMES (Government Bursary)
• Touch Points (Mailbox, Phone enquiries, and Walk-ins)
• Other duties as assigned.

Qualifications

• Diploma or Degree in Business Administration, Accounting, Information Systems, or a related field.
• Prior experience in administrative, finance, or student services roles is an advantage.
• Assist in managing applications submitted through the university's online student portal, including verifying completeness and accuracy of supporting documents.
• Basic understanding of financial or IT processes relevant to award administration is beneficial.
• Knowledge
• Understanding of administrative and financial workflows.
• Familiarity with university policies and donor requirements related to student awards (preferred but not required).
• Basic knowledge of procurement procedures and event coordination.
• Skills
• Proficiency in Microsoft Office (Excel, Word, Outlook).
• Strong administrative and organisational skills.
• Effective written and verbal communication.
• Ability to manage multiple tasks and meet deadlines.
• Attention to detail in reviewing documents and maintaining records.
• .Competency
• Team-oriented with good interpersonal skills.
• Customer service mindset when interacting with students and stakeholders.
• Adaptability to changing processes and systems.
• Integrity and discretion in handling confidential information.

Other Information

Candidates who do not possess the stipulated qualifications but have relevant work experience may still apply. Remuneration and appointment terms shall commensurate with qualifications and experience. SMU reserves the right to modify the appointment terms where necessary.