Assistant Manager/Senior Executive, Shared Services HR Faculty

Nanyang Technological University Singapore; Singapore; On-site; SGD 42,000 - 64,000; Full time

Job summary

NTU Singapore is seeking an HR Operations and Administrative Support specialist to provide end-to-end support for faculty-related processes, focusing on Reappointment, Re-employment, and Promotion & Tenure within the NSS HR Faculty Performance Team.

You will coordinate with Schools and HR partners, prepare documentation, and manage HR records and databases while ensuring SLA compliance and smooth monthly meetings.

Qualifications

• Diploma or Degree in Business Administration, or a related discipline.
• Good knowledge of the Employment Act and Labour laws of Singapore.
• Comfortable with a high volume of administrative transactions.
• Strong written and verbal communication skills.
• Good interpersonal and organisational abilities.
• Meticulous, with a strong service-oriented mindset.
• Proficient in Microsoft Office and PowerPDF.
• Working knowledge of Workday is advantageous.

Responsibilities

• Coordinate faculty-related matters with Schools, Faculty Affairs Office, HR Business Partners, and other stakeholders.
• Prepare and verify documentation and maintain accurate HR records in systems.
• Establish and maintain the annual Reappointment database and coordinate the reappointment cycle.
• Monitor case progress and issue timely reminders to ensure submissions within timelines.
• Provide secretarial and administrative support for faculty lifecycle events.
• Support university-level meetings with logistics, minutes, and materials.
• Contribute to HR-related projects and process improvements.

Skills

Written and verbal communication

Interpersonal skills

Organisational abilities

Attention to detail

Education

Diploma or Degree in Business Administration or related discipline

Tools

Microsoft Office

PowerPDF

Workday

Job description

This position provides end-to-end HR operational and administrative support to assigned Schools for the University’s faculty population, with a focus on Reappointment, Re-employment, and Promotion & Tenure (PT) as part of the NSS HR Faculty Performance Team. It ensures that faculty-related processes are delivered accurately, efficiently, and in accordance with established Service Level Agreements (SLAs) and University requirements.

Key responsibilities include coordinating faculty-related matters with Schools, Faculty Affairs Office, HR Business Partners, and other stakeholders; preparing and verifying documentation; maintaining accurate HR records and systems data; and providing secretarial and administrative support throughout the faculty lifecycle.

The incumbent is also responsible for establishing and maintaining the annual Reappointment database and coordinating the reappointment cycle, including proactive engagement with Schools, monitoring case progress, and issuing timely reminders and follow-ups to ensure cases are appropriately tabled and submitted to the FAR Secretariat within prescribed timelines.

In addition, the incumbent supports University-level meetings by coordinating schedules, managing logistics, preparing meeting materials, taking minutes, and working closely with team members to ensure effective execution.

Key Responsibilities

• Manage advance planning, preparation and maintenance of the annual Faculty Reappointment and Re‑employment database across all appointment schemes, ensuring alignment with University governance timelines.
• Coordinate with Colleges and Schools to disseminate cases, track reviews, and ensure timely tabling and submission for university-level meetings, including follow‑ups and reminders to prevent delays.
• Proactively monitor contract expiry and renewal timelines to enhance stakeholder readiness, minimise last‑minute escalations, and support smooth monthly university-level meeting planning.
• Provide HR operational and secretariat support to School‑level committees involved in faculty appointment, reappointments, promotion and tenure deliberations.
• Support university‑level meetings by preparing logistics, taking minutes, and working jointly with team members to ensure smooth coordination.
• Contribute to HR‑related projects, process improvement initiatives, and workflow enhancements.

Requirements

• Diploma or Degree in Business Administration, or a related discipline ie. Human Resources
• Good knowledge of the Employment Act and Labour laws of Singapore
• Comfortable to handle/review a high volume of administrative transactions
• Strong written and verbal communication skills
• Good interpersonal and organisational abilities.
• Meticulous, with a strong service‑oriented mindset.
• Proficient in Microsoft Office applications and PowerPDF
• Working knowledge of Workday is advantageous

We regret that only shortlisted candidates will be notified.

Hiring Institution: NTU