Executive (CET Admin) - School of Design & Media

Public Service Division; Singapore; On-site; SGD 36,000 - 60,000; Full time

Job summary

Public Service Division in Singapore is seeking an operational administrative support specialist to help deliver short CET courses. You will set up courses in STEP, onboard participants, manage attendance, and handle day-to-day logistics to ensure smooth runs.

You'll coordinate trainer availability, calendar and room bookings, refreshment logistics, and assist with funding processes like SkillsFuture Singapore.

Qualifications

• Experience in administrative or operations support, preferably in training or education.
• Comfortable with structured systems and quick adoption of new platforms.
• Strong organisational skills to manage attendance and scheduling.
• Attention to detail for compliance and funding documentation.
• Good communication with participants, trainers, and vendors.
• Collaborative and proactive within well-defined procedures.
• Experience with CET administration or SkillsFuture funding is a plus.

Responsibilities

• Set up short courses and intakes in STEP, maintain records.
• Process participant registration and onboarding, set up network access.
• Administer attendance and certification; prepare funding reports.
• Coordinate refreshments and venue readiness; liaise with vendors.
• Manage trainer availability and timesheets per procedures.
• Respond to enquiries and administer post-course feedback.
• Support fee waiver requests and maintain records in SharePoint.
• Maintain course run documents and records.

Skills

Administrative support

Organisational skills

Communication skills

Attention to detail

Tools

STEP

SharePoint

Job description

[What the role is]

This role provides operational administrative support for the delivery of short courses under Continuing Education and Training (CET). The candidate will support course setup in the course management system, participant onboarding, attendance administration, and day-to-day course logistics to ensure each course run is delivered smoothly and accurately.
Working closely with course teams and trainers, the candidate will coordinate trainer availability, manage the course calendar and room bookings, and handle on-site arrangements such as materials and refreshments. The work follows well-defined procedures, with scope to contribute to process improvements at the project level.
This role is ideal for someone who is organised, detail-oriented, and enjoys keeping operations running smoothly, while building familiarity with CET administration and training funding requirements.

[What you will be working on]

Key Responsibilities:

• Set up short courses and intakes in the course management system (STEP) according to established procedures, maintaining accurate course, schedule, and trainer records, and managing the master course calendar and room bookings across runs.
• Process participant registration, onboarding, and enrolment confirmation, maintain participant data and supporting documents for compliance, and set up participant network access (guest WiFi) accounts where required.
• Administer attendance taking, tracking, and certification for each course run, and compile attendance and completion reports to support training funding and claim submissions.
• Coordinate refreshment ordering and venue readiness, liaising with vendors and ensuring training rooms and equipment are prepared ahead of each session.
• Coordinate with trainers and associate trainers to confirm availability, and process associate trainer claims and timesheets in line with established procedures.
• Respond to participant, trainer, and public enquiries (including MySkillsFuture), escalating non-standard cases, and administer post-course feedback surveys for funded and customised courses.
• Support course fee waiver requests by collating supporting documents and routing them for the required approvals.
• Maintain course run documents and records in the shared document system (SharePoint).

[What we are looking for]

Requirements:

• Experience in administrative or operations support, ideally within a training, education, or adult learning environment.
• Comfortable learning and working with structured systems and procedures, and able to pick up new course administration platforms quickly.
• Strong organisational skills with the ability to manage attendance, records, and scheduling accurately and on time.
• Attention to detail in maintaining participant data and supporting documents for compliance and funding requirements.
• Good communication skills to liaise with participants, trainers, and vendors with tact and diplomacy.
• Collaborative and proactive, able to work within well-defined procedures while supporting smooth day-to-day operations.
• Prior experience in Continuing Education and Training (CET) administration, familiarity with SkillsFuture Singapore (SSG) funding and processes, or hands­-on knowledge of the STEP course management system would be an advantage.