Assistant Manager, Academic Services

GERMAN INSTITUTE OF SCIENCE AND TECHNOLOGY - TUM ASIA PTE. LTD.; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

The German Institute of Science and Technology - TUM Asia Pte. Ltd. is seeking an Assistant Manager to oversee comprehensive academic administration, including student records, matriculation, scholarships, and graduation documentation.

You will coordinate timetables, exam scheduling, travel and venue arrangements, and liaise with faculty and partner universities. Strong communication, organizational and leadership skills are essential, with a willingness to work weekends when needed.

Qualifications

• Candidate must possess at least a Degree/Diploma in any field.
• Demonstrated experience in effectively building and managing external relationships with university partners.
• Possess strong communication, interpersonal and presentational skills, positive working attitude, and a team player.
• At least 6 years of working experience as Senior Executive in the education industry.
• Candidates with at least five years of experience as an Assistant Manager, including supervisory responsibilities, will be considered for the Manager position.
• Effective communication, problem-solving and conflict resolution skills.
• IT Savvy, proficient in MS Office applications, CRM system, knowledge/experience of Applied AI tools to assist in workflow automation in academic planning.
• Hands-on, able to work under pressure and meet reporting deadlines.
• Pleasing, friendly personality with a service mindset and handle multiple priorities.
• Meticulous and able to work independently with minimal supervision.
• Strong organisational and decision-making skills.
• Demonstrated experience in process improvement and problem-solving.
• Willing to work on weekends as and when required.

Responsibilities

• Handle all administrative processes including student records updates in the student management portal.
• Schedule timetables for Master programs and liaise with faculty/partners; book venues and accommodations.
• Prepare lecture materials and teaching contracts; process lecture claims to finance.
• Plan and schedule examinations, arrange seating and scanning of scripts; invigilate exams.
• Monitor results and track student progress; arrange meetings as needed.
• Support internship/thesis placements with local or overseas institutions.
• Process scholarships and verify applications; update academic details.
• Provide student counselling as required and resolve disciplinary matters.
• Prepare and record student matriculation and generate reports; monitor records for all programs.
• Lead certifications and accreditations with manager and teams.
• Coordinate with University and partners to ensure policies and procedures are smoothly followed.
• Maintain productive relationships with partner university.
• Assist in budget reviews, financial data interpretation, and annual reports; identify process improvements.
• Plan events like graduation, orientation, career days, alumni events.
• Attend local or overseas roadshows for marketing and outreach.

Skills

Communication skills

Interpersonal skills

Presentational skills

Team player

Problem solving

IT Savvy

MS Office

CRM system

Workflow automation

Education

Degree/Diploma in any field

6+ years in education industry (Senior Executive)

Tools

CRM system

Applied AI tools

MS Office

Job description

Responsibilities

• Handling all administrative processes, including the update of student records in the relevant student management portal, student orientation, university matriculation, certification letters, visa applications, matters related to tuition fee for the student, as well as verification, preparation of graduation documents and organizing industry visits.

• Scheduling timetable for Master/Postgraduate Programmes by liaising with faculty and partner university and booking of venues (lecture theatre/labs) for lectures and accommodation for visiting faculty.

• Liaise with lecturers and prepare for lecture, exam materials, and teaching contracts in a timely manner and processing of lecture claims to finance department.

• Plan and schedule the examinations and follow up with faculty for exam paper, exam instructions, printing of exam papers, seating plan for exams, scanning of answer scripts after the exam and invigilate the exams.

• Release and update of results and arrange for answer script viewing. Monitoring of results (student performance) to track the student progress and arrange meeting when required,

• Provide administrative support to student’s internship/thesis placement with local or overseas institutions/companies.

• Support in processing the scholarship and verification of applications and update the academic details

• Student counselling when required and resolve students’ disciplinary matters or issues.

• Timely preparation and record of students for matriculation at the university and prepare reports for submission, monitor the records of students for all academic programmes.

• Working with the manager, faculty and other team members, to lead other necessary certifications and accreditations aligned with organizational requirements.

• To work closely within the University and with other partnership bodies to ensure the University’s academic policies, procedures and teaching-related matters are carried out smoothly.

• Strive to maintain a good and productive ongoing relationship with the partner university.

• Other responsibilities include supporting the manager in reviewing budgetary information, interpreting financial data, annual reporting of student and faculty information, monitoring expenses, identifying areas in processes that need improvement in terms of efficiency and provide good service to students and faculty.

• Plan and execute events such as graduation, orientation, career opportunity day, alumni events and other events related to Academic Services office.

• Attend local or overseas roadshows for marketing and outreach purposes if required.

Requirements

• Candidate must possess at least a Degree/Diploma in any field.

• Demonstrated experience in effectively building and managing external relationships with the university partners and be able to influence, negotiate, and resolve conflicts to reach consensus.

• Possess strong communication, outspoken, interpersonal and presentational skills, positive working attitude, and a team player.

• At least 6 years of working experience as Senior Executive in the education industry is required for this Assistant manager position.

• Candidates with at least five years of experience as an Assistant Manager, including supervisory responsibilities, will be considered for the Manager position

• Effective communication, problem-solving and conflict resolution skills to deal with complex matters.

• IT Savvy, proficient in MS office applications, CRM system, knowledge/experience of Applied AI tools to assist in workflow automation in academic planning.

• Required to be hands-on, able to work under pressure and meet reporting deadline.

• Possess a pleasing, friendly personality with a service mindset and handle multiple priorities

• Meticulous and able to work independently with minimal supervision.

• Possess strong organisational and decision-making skills.

• Demonstrated experience in process improvement and problem-solving.

• Willing to work on weekends as and when required (Kept to a minimal).