Assistant Manager, Academic Affairs

ESSEC Business School; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

ESSEC Business School is seeking an Assistant Manager for Academic Affairs to oversee program delivery at the APAC campus. The role involves coordinating with various stakeholders, managing student affairs, and ensuring seamless execution of curricular activities. The ideal candidate possesses strong organizational, teamwork, and program management skills, along with relevant educational qualifications and experience.

Qualifications

• At least 3 years of experience in Program Administration and Coordination in Higher Education.
• Ability to adapt to a fast-paced environment and work independently.
• Fluent in skills related to student affairs and program management.

Responsibilities

• Responsible for program delivery, including class scheduling and examination coordination.
• Supervise student attendance and relay announcements.
• Coordinate curricular events and ensure smooth logistical arrangements.

Skills

Program management

Time management

Team collaboration

Student affairs

Proficient in MS Office

Experience in events coordination

Education

Diploma/Degree qualification

Tools

Google Tools

Moodle

Celcat

Job description

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

2. 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

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

4. Curriculum-related events: Orientation/Seminars/Workshop/Business Games/Program-specific 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

5. Finance process for program expenses:

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

6. 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.