Assistant Manager, Faculty Affairs & Admin

ntu; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

NTU is seeking an Assistant Manager (Faculty Affairs & Admin) to support the VPFA with documentation, prioritization of requests, and handling sensitive information. You will assist in coordinating university-level initiatives, meetings, and oversight of faculty initiatives and talent pipelines.

The role involves preparing briefing materials, managing calendars and travel, drafting minutes, and ensuring smooth operations across NTU Colleges, Schools and Autonomous Institutes.

Qualifications

• Good planning, organizational and problem-solving skills.
• Good written and verbal communication skills.
• Flexibility and adaptability in a fast-paced environment.
• IT savvy and proficient in Microsoft Office Applications.
• Ability to work independently as well as in a team to achieve organizational goals.
• Ability to handle confidential and sensitive information with discretion and prudence.
• Ability to manage and disseminate all communications with tact.

Responsibilities

• Coordinate university-level initiatives and leadership engagements, including preparation of materials, documentation of decisions, and tracking of action items, including briefing sessions on faculty promotion and tenure preparation, quarterly meetings with Associate Deans/Associate Chairs/Vice Dean from NTU Colleges and Schools and AIs, Faculty Orientation Program, NTU Leadership Academy (NLA) workshops etc.
• Provide support in planning, organizing and follow-through of overseas outreach trips at the University level with active participation from Colleges/Schools and AIs
• Maintain the database of faculty talent candidate pipeline
• Develop high-quality briefing materials, presentations, and reports to support decision-making and engagements
• Collate and maintain database for matters pertaining to faculty affairs
• Prepare and collate management reports and presentation slides in an accurate and succinct manner
• Provide secretariat support to draft minutes of meetings and disseminate for review and circulation
• Set up and maintain structured tracking systems and identify opportunities to improve workflows and processes within VPFA's Office
• Establish and implement procedures to ensure proper endorsement/approval requests
• Set up requisite workflow templates, protocols and standard operating procedures for VPFA Office to ensure smooth execution for requests, programmes and activities
• Manage proper database and filing system for key sensitive information for VPFA Office
• Assist with VPA Office budget submissions, finance claims, obtaining quotations etc
• Support the effective management of VPFA's and AVPFA's engagements, including scheduling, prioritisation, and preparation of meeting materials
• Coordinate meetings with internal or/and external stakeholders
• Prepare meeting agenda and materials and organize meeting logistics in relation to faculty affairs matters

Skills

Planning & Organization

Written & Verbal Communication

Adaptability

Discretion

Tools

Microsoft Office

Job description

The Assistant Manager (Faculty Affairs & Admin) reports to Assistant Director (Faculty Affairs), assisting in the management of documentation, prioritization of incoming requests, handling of sensitive information and facilitation of inputs and recommendations for decision-making. He/She also supports the various internal and external faculty initiatives, activities, and day-to-day operations with the objectives of enhancing the overall productivity, efficiency and alignment across NTU Colleges and Schools, and Autonomous Institutes (AIs).

In addition, he/she provides holistic administrative and secretariat support to Vice Provost, Faculty Affairs (VPFA) in executing a full spectrum of services in relation to VPFA role-based email account, schedule and calendar, event and programme management, and organizational communication.

The incumbent should also exercise flexibility and willingness to assume additional and/or certain tasks/duties that may arise which require his/her assistance.

Key Responsibilities

1. Faculty initiatives and activities

   Coordinate university-level initiatives and leadership engagements, including preparation of materials, documentation of decisions, and tracking of action items, including the briefing sessions on faculty promotion and tenure preparation, quarterly meetings with Associate Deans/ Associate Chairs/ Vice Dean from NTU Colleges and Schools and AIs, Faculty Orientation Program, NTU Leadership Academy (NLA) workshops etc.

2. Faculty Talent Candidate Network

   Provide support in planning, organizing and follow through of overseas outreach trips at the University level with active participation from Colleges/ Schools and AIs

   Maintain the database of faculty talent candidate pipeline

3. Management Reporting and Presentation

   Develop high-quality briefing materials, presentations, and reports to support decision-making and engagements

   Collate and maintain database for matters pertaining to faculty affairs

   Prepare and collate management reports and presentation slides in an accurate and succinct manner

   Provide secretariat support to draft minutes of meetings and disseminate for review and circulation

4. Planning and Administration

   Set up and maintain structured tracking systems and identify opportunities to improve workflows and processes within VPFA's Office

   Establish and implement procedures to ensure proper endorsement/approval requests

   Set up requisite workflow templates, protocols and standard operating procedures for VPFA Office to ensure smooth execution for requests, programmes and activities

   Manage proper database and filing system for key sensitive information for VPFA Office

   Assist with VPA Office budget submissions, finance claims, obtaining quotations etc

5. Calendar, Schedule, Travel, and Meeting Management

   Support the effective management of VPFA's and AVPFA's engagements, including scheduling, prioritisation, and preparation of meeting materials

   Coordinate meetings with internal or/and external stakeholders

   Prepare meeting agenda and materials and organize meeting logistics in relation to faculty affairs matters

Requirements

• Good planning, organizational and problem-solving skills
• Good written and verbal communication skills
• Flexibility and adaptability in a fast-paced environment
• IT savvy and proficient in Microsoft Office Applications
• Ability to work independently as well as in a team to achieve organizational goals
• Ability to handle confidential and sensitive information with discretion and prudence
• Ability to manage and disseminate all communications with tact

We regret that only shortlisted candidates will be notified.

Hiring Institution: NTU