Executive (CET Admin) - School of Design & Media

NYP International; Singapore; On-site; SGD 36,000 - 47,000; Full time

Job summary

Nanyang Polytechnic is seeking an organised operational administrator to support Continuing Education and Training (CET) course delivery. You will set up courses in STEP, onboard participants, manage attendance, and handle day-to-day logistics to ensure smooth runs.

Working closely with course teams and trainers, you will coordinate trainer availability, calendars, room bookings, and on-site arrangements such as materials and refreshments, with scope to contribute to process improvements.

Qualifications

• Experience in administrative or operations support, ideally in training or education.
• Comfortable with structured systems and quick learn of new platforms.
• Strong organizational skills for attendance, records, and scheduling.
• Attention to data accuracy for compliance and funding requirements.
• Good communication to liaise with participants, trainers, and vendors.

Responsibilities

• Set up short courses and intakes in STEP, maintain records and master calendar.
• Process participant registration, onboarding, and enrolment confirmations.
• Administer attendance, certification, and generate reports for funding claims.
• Coordinate refreshments and venue readiness, liaising with vendors.
• Confirm trainer availability and process claims and timesheets.
• Handle enquiries and administer post-course feedback surveys.
• Maintain documents in SharePoint and ensure compliance with procedures.

Skills

Organisational skills

Attention to detail

Communication skills

Team collaboration

Process adherence

Tools

STEP system

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.

About Nanyang Polytechnic

Nanyang Polytechnic is committed to providing quality education and training to prepare our graduates for life and work, equipping them to contribute to the technological, economic and social development of Singapore. Nanyang Polytechnic will harness our resources and expertise to offer manpower development programmes and services to business and industry in support of Singapore's national development.