Education Operations Executive (Administration)

Q & M DENTAL GROUP (SINGAPORE) LIMITED; Singapore; On-site; SGD 42,000 - 62,000; Full time

Job summary

Q & M DENTAL GROUP (SINGAPORE) LIMITED is seeking an Administrative Coordinator to support day-to-day operations of the College's educational programmes for dentists and dental assistants. You will own timetabling, student/participant records, SkillsFuture and EduTrust compliance administration, and vendor/course liaison to free up capacity for course development and stakeholder communications.

The role requires 2–4 years in course coordination or education administration, strong organisational

Qualifications

• Diploma or Degree in any field; healthcare, education or admin background preferred.
• 2–4 years' experience in course coordination, education administration, or operations support.
• Strong organisational skills; capable of managing multiple concurrent timelines.
• Proficient in Microsoft Office (Excel and Outlook).
• Clear written and verbal communication.
• Detail-oriented with proactive approach to flagging issues before they escalate.
• Experience in a healthcare, dental, or education institution.
• Able to organize work and follow a systematic workflow.
• Highly proficient in Microsoft 365.
• Strong presentation skills.

Responsibilities

• Timetabling & scheduling for concurrent programmes (e.g. Graduate Diploma, CPE/CDE lectures, certification courses).
• Coordinate room/venue bookings and resolve scheduling conflicts; inform trainers and students of changes.
• Maintain accurate student/participant records and ensure audit-ready documentation for EduTrust and compliance checks.
• Process SkillsFuture credits and track related claims and documentation.
• Serve as the operational liaison between College, instructors, and participants for each course run.
• Manage vendor timelines and basic invoicing/PO follow-up; flag issues early to line manager.
• Support course setup and on-the-day coordination; respond to routine inquiries.
• Provide cross-functional support to marketing/comms and accreditation workstreams; drive process improvements.
• Handle ad hoc duties as assigned.

Skills

Strong organisational skills

Clear written and verbal communication

Detail-oriented

Strong presentation skills

Proactive issue flagging

Education

Diploma or Degree (any field)

Tools

Microsoft 365

Excel

Outlook

Job description

The role supports the day-to-day operational running of the College's educational programmes for dentists and dental assistants. This role owns timetabling, student/participant records, SkillsFuture and EduTrust compliance administration, and vendor/course liaison, freeing up capacity for course development, marketing, and stakeholder communications.

Working Hours & Conditions

• Standard hours: [ Mon–Fri, 9am–6pm]
• Evening/weekend work: This role occasionally requires staying back for evening or weekend courses, lectures, and events.
• Time-off-in-lieu: Staff will be granted time off-in lieu on a case-to-case basis, to be approved your manager.

Key Responsibilities

1. Timetabling & Scheduling

• Build and maintain course timetables across concurrent programmes (e.g. Graduate Diploma courses, CPE/CDE lectures, certification courses)
• Coordinate room/venue bookings (incl. Q&M City Square Mall Auditorium) and resolve scheduling conflicts
• Communicate schedule changes to trainers, students, and internal stakeholders promptly.

2. Records Management

• Maintain accurate, up-to-date student/participant records (enrolment status, attendance, certification status)
• Track SDC/CPE accreditation documentation and supervisor eligibility records where required
• Ensure records are audit-ready for EduTrust and other accreditation compliance checks

3. EduTrust Compliance Administration

• Maintain audit-ready EduTrust documentation, including student contracts, FPS records, refund and withdrawal documentation
• Ensure enrolment, fee collection, receipt issuance, student protection, support services, and complaints handling comply with EduTrust requirements.
• Coordinate internal reviews and audits, prepare Management Review Meeting agendas and minutes, and compile evidence for CPE/EduTrust site assessments and submissions.
• Monitor quarterly KPIs, work plans, surveys, trends, and key reports; prepare independent analyses and improvement plans for underperformance.
• Track corrective and improvement actions, maintain version-controlled records, and follow up with departments to ensure timely completion.
• Review required submissions, including the FPS File and Annual Returns, and serve as the central contact for QA and compliance matters.
• Stay updated on EduTrust requirements and recommend process changes to maintain compliance and continual improvement.
• Ensure the QA system remains aligned with EduTrust requirements

4. SkillsFuture Administration

• Process SkillsFuture Credit claims for eligible courses — verify eligibility, submit claims via the relevant government portal, and track claim status through to disbursement
• Maintain accurate records of SkillsFuture-eligible course runs, claim submissions, and supporting documentation for audit purposes
• Act as the go-to person for participants' SkillsFuture-related queries (eligibility, claim process, top-ups)
• Liaise with SkillsFuture Singapore (SSG) or relevant agencies on claim issues, course listing updates, or compliance requirements
• Keep up to date with changes to SkillsFuture funding schemes and flag implications for course pricing/eligibility to line manager.

5. Course Liaison

• Serve as the operational point of contact between College, course instructors/speakers, and participants for each course run
• Coordinate with instructors on course logistics — materials, timing, venue/equipment needs, changes to schedule
• Liaise with participants throughout the course lifecycle (pre-course joining instructions, in-course logistics, postcourse certificates/follow-up)
• Coordinate with internal teams (marketing, accreditation) to ensure course details are consistent across all materials and communications

6. Vendor & Supplier Liaison

• Serve as primary point of contact for external vendors (e.g. venue services, printing, equipment suppliers, guest speaker logistics)
• Manage vendor timelines, deliverables, and basic invoicing/PO follow-up
• Flag vendor issues or delays early to the line manager

7. General Course Administration

• Support course setup end-to-end: registration logistics, materials preparation, on-the-day coordination
• Respond to routine student/participant enquiries; expedite complex cases
• Assist with maintaining course files, templates, and SOPs for repeatable processes

8. Cross-functional Support

• Provide administrative support to marketing/comms and accreditation workstreams as needed (e.g. compiling participant lists, formatting materials)
• Participate in process improvement initiatives to reduce manual/repetitive admin work.

9. Any other ad hoc duties as assigned

Requirements

• Diploma or Degree in any field; healthcare, education, or business administration background preferred
• 2–4 years' experience in course coordination, education administration, or operations support
• Strong organisational skills; comfortable managing multiple concurrent timelines
• Proficient in Microsoft Office (especially Excel and Outlook)
• Clear written and verbal communication
• Detail-oriented, with a proactive approach to flagging issues before they escal
• Experience in a healthcare, dental, or education institution
• Able to organize work and follow a systematic workflow
• Highly proficient in Microsoft 365
• Strong presentation skills