Assistant Manager, Academic Affairs

The Assistant Manager, Academic Affairs is responsible for the smooth delivery of the program he/she oversees. Reporting to the Senior Manager, Academic Affairs, this role works in close collaboration within and outside of the Academic Affairs team, creating positive experience for all stakeholders.

Responsibilities:

1. Program Management

• Responsible for the program delivery on APAC campus, including academic year preparation, class scheduling, examination, jury session, all other activities relating to the program.
• Collaborating with Academic Directors for a successful preparation and delivery of the program.
• Course Scheduling: Prepare / validate program schedules for approval. Follow through in the class scheduling system used in ESSEC: system entry, classroom booking, maintaining and communicating changes.

1. Students-related

• Supervision of program – including induction, student attendance monitoring & communication, examination coordination & communication, grades data-entry, and relaying general student announcements.
• Collecting, analysing, and proposing action plans based on students’ feedback.
• Maintain students’ records.
• Basic student care, supporting students’ mental and physical well-being.

1. Coordinating with counterparts

Coordinate with counterparts in other ESSEC campuses to ensure program rules alignment.

1. Curriculum-related events

• Be responsible for the smooth coordination and execution of the planned activities with seamless logistical and administrative arrangements. Where required, source for vendors and confirm bookings, respecting finance processes.
• Assist in travel claims/reimbursement/payment.

1. Finance process for program expenses

• Consolidate and update program expenses and maintaining the shared master database.
• Raise program related purchase requests on procurement system.

1. Other program-related support

• Set up/Coordinate Teleconference / virtual meetings with counterparts in Singapore or other global campuses, collaboration with International IT Department.
• Minutes-taking, filing, general house-keeping of stationeries.
• Preparing / updating deck presentations.
• Supervision of team members, where relevant.

This is a non-exhaustive list of duties and can evolve with time or as assigned by the Reporting Officer(s).

Position Requirements:

1. Fluent skills with student affairs and higher education program management.
2. Meticulous, well-organised and with good time management skills in adapting to a fast-paced and innovative environment.
3. A mature candidate who is a good team player with the ability to work both independently and collaboratively.
4. Proficient in MS office applications.
5. Experience in coordinating study trip, workshops, events and seminars is a plus.
6. Experience in leveraging on Google Tools: Managing Google Agenda and other Google Functions is a plus.
7. Basic knowledge of Moodle and Celcat will be a plus.
8. Ability to make preliminary decision with proposals.
9. Ability to review/negotiate simple payment contracts with External vendors.

Qualifications:

1. Possess Diploma/Degree qualification.
2. At least 3 years’ experience in Program Administration and Coordination Role in Higher Education Industry.

Contacts:

The Job incumbent will work in close collaboration within and outside of the Academic Affairs team, creating positive experience for all stakeholders.

Working Environment and Pace:

The job incumbent will need to work independently in a fast paced and dynamic work environment. Some level of flexibility and agility is required.

Terms of Employment:
The working hours will be Weekdays (Mondays to Fridays) and working time is either 8am to 5pm or 9am to 6pm or 10am to 7pm.