Assistant Manager / Senior Assistant Manager, Registrar's Office

Singapore Institute of Technology; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

An educational institution in Singapore is seeking a capable individual to manage Convocation-related operations and support administrative functions. The successful candidate will oversee graduation processes, coordinate events, and liaise with various stakeholders to ensure smooth operations. Strong planning and organizational skills, along with effective communication abilities, are essential. The role requires at least 3 years of relevant experience and proficiency in Microsoft Office applications, with a preference for experience in student information systems.

Qualifications

• Minimum 3 years of relevant work experience.
• Strong planning, organizational and coordination skills required.
• Proficient in Microsoft Office applications.

Responsibilities

• Oversee and administer graduation processes and documents.
• Coordinate Convocation ceremonies and manage logistics.
• Engage with diverse stakeholders to ensure smooth operations.

Skills

Planning and organizational skills

Administrative capabilities

Communication skills

Problem-solving skills

Interpersonal skills

Education

Recognised degree in any discipline

Tools

Microsoft Office (Excel, Word, PowerPoint)

Student information systems

Event management systems

Job description

The successful candidate will play a pivotal role in managing Convocation-related operations and supporting the division’s administrative functions. This position offers an opportunity to collaborate with multiple stakeholders within and beyond the Registrar’s Office, ensuring the seamless delivery of Convocation ceremonies and associated processes. The role also involves driving process improvements and contributing to operational excellence initiatives.

Key Responsibilities

Graduation & Awards Administration

• Oversee and administer all processes related to graduation, ensuring timeliness and accuracy in updating student data and issuance of graduation documents.
• Coordinate the end-to-end administration of awards, including managing nominations, selection and award.
• Continuously review workflows and propose improvements to enhance efficiency and accuracy.

Event Planning & Execution

• Plan, coordinate, and deliver Convocation ceremonies, ensuring an exceptional experience for graduates and guests.
• Manage procurement, logistics, and vendor relationships to ensure successful event execution within budget and timelines.

Stakeholder Engagement

• Liaise and engage effectively with internal divisions, overseas partner universities, and external vendors to ensure smooth operations.

Enquiry Management

• Manage enquiries received via email and telephone in a prompt and effective manner.
• Provide accurate advice and resolve issues efficiently to ensure timely resolution and service excellence, escalating complex cases where necessary.

Division Administration

• Assist with the division’s administrative matters, including learning administration.

Other Duties

• Undertake any other responsibilities as assigned.

Requirements

• A recognised degree in any discipline.
• At least 3 years of relevant work experience.
• Strong planning, organisational, and coordination skills, coupled with sound administrative capabilities.
• Mature, meticulous, and possessing a high level of integrity.
• Strong written and verbal communication skills, with the ability to engage diverse stakeholders effectively.
• Ability to manage multiple priorities effectively.
• Strong problem-solving and critical thinking abilities.
• A collaborative team player with a growth mindset and excellent interpersonal skills.
• IT-savvy and proficient in Microsoft Office applications (Excel, Word, PowerPoint); experience with student information systems and/or event management will be an advantage.