Executive, Office of Student Affairs

Singapore Arts School Ltd; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading educational institution in Singapore is seeking a Student Affairs Executive to manage student data, coordinate various services and assist students with their inquiries. This role requires excellent teamwork, attention to detail, strong communication skills, and the ability to manage multiple tasks under pressure. The ideal candidate will have a Diploma or equivalent and at least 2 years of experience in frontline operations.

Qualifications

• Minimum 2 years of relevant experience in frontline operations and counter service.
• Proven ability to manage multiple tasks effectively and work under pressure.
• Confident disposition and strong interpersonal skills.

Responsibilities

• Manage student data and support services for student affairs.
• Perform administrative duties and handle student inquiries.
• Coordinate with various authorities for health checks and registrations.

Skills

Database management

Excel formulas

PowerQuery

Communication

Teamwork

Education

Diploma or equivalent in any discipline

Job description

Summary of Job

Reporting to the Manager, Office of Student Affairs, Student Affairs Executive, will play a key role in managing student data, student life services, administrative processes, and support services to ensure the smooth operation of student affairs within the school. This multifaceted role requires great teamwork, meticulous attention to detail, excellent organisational skills, and the ability to collaborate with different stakeholders. In addition, the executive will also require attending frontline services, assisting students with queries on a rotational basis.

Major Job Responsibilities

Counter Services (on rostering system):

• Perform day-to-day administrative and frontline services, handle phone calls and enquiries, leave of absence, addressing of enquiries, correspondence with parents and other stakeholders of the school.
• Loan of items such as lift pass, uniform, blazer and render first aid to injured students.
• Ensure accurate daily attendance taking at School Cockpit Mobile (ATA).
• Manage and respond to SA2 email communications.
• Exam attendance taking in SMS, follow‑up with absentees and update the exam committee.

Student Services:

• Coordinate with HPB on annual health & dental checks, HPV vaccination.
• Coordinate with authorities on annual NS deferment, NRIC registration, concession card exercise.
• Coordinate with Exam Committee on printing of all Progress Report and Result Slip, collecting payment for reprints.

Student Data Management, P‑Files and Administration:

• Create, maintain and update student records in the School Management System (SMS), MOE School Cockpit system (Cockpit) and students' P files.
• Prepare attendance lists and class photos lists.
• Ensure accurate creation and allocation of students in SMS and Cockpit in the annual class allocation exercise.
• Ensure timely record, completeness and accuracy of records in the SMS, Cockpit and students' P files is of paramount importance.
• Facilitate access to P‑files for authorized personnel as needed.
• Coordinate the Yearly Data Verification Exercise, collaborating with stakeholders to rectify discrepancies.
• Handle data requests from faculty and corporate departments, ensuring timely and accurate information retrieval.
• Administer deductions and refunds related to the Edusave Enrichment Programme.

Enrolment Day and Year 1 Data:

• Assist Manager on the coordination and execution of Enrolment Day for Year 1 and/or Year 5 students.
• Liaise with school leaders and prepare updated Enrolment day package information for parents' online submission.
• Track and receive all submission, including student data, parent consent and GIRO form by stipulated timeline.
• Collaborate with departments on updating of Year 1 student data in SMS and Cockpit before new academic year starts.

School Fees Administration:

• Generate and distribute monthly outstanding school fees letters to parents.
• Ensuring accuracy and compliance on school fees by maintaining the school fees changes in the SMS, ensure school fees are updated and tested in SMS before new academic year starts.
• Prepare monthly summary reports on instalment plans and outstanding school fees, track and follow up closely with reminder letters and phone call to parents for payments.
• Proposed instalment plans for fees recovering.

Parents Gateway (PG):

• Work closely with Teachers on the information to be disseminated via PG effectively.

Student Incident Report and Insurance Claim:

• Coordinate with teachers on incident reports and submit reports to the cockpit promptly.
• Administer student insurance claims by collaborating with insurance provider ensuring timely and efficient claims resolution.

Contract Monitoring and Purchasing Requisition:

• Periodical stock take and raise purchase requisition for student affairs.
• Assist Manager to monitor contracts related to school uniforms and dance uniforms, raise purchase request according to timeline given.

Student Activities and Overseas Trips:

• Organize and coordinate logistics for overseas trips (OSL & GPS) for students and teachers, including expenses computation, trip letters, consents forms, Edusave forms, bursary status, liaison with travel agency, first aid bag, travel insurance, insurance claims, etc and ensure trip payments are collected timely.
• Assist to register the school's overseas trips into the student overseas trip system, the school cockpit's Overseas Excursion Management (OEM), the Ministry of Foreign Affairs (MFA) and International SOS (1505).

Data Verification for MOE:

• Handle data verification request from MOE, ensuring timely and data accuracy maintained between SOTA and MOE.

Others:

• Involvement in the school wide events, e.g. Open House & CPEP, Talent Academy etc.
• Assist team members when required.
• Perform other duties assigned by the Manager or school management.

Job Requirements (Education, Experience, Knowledge/Skills)

• Diploma of equivalent in any discipline.
• Minimum 2 years of relevant experience in frontline operations and counter service.
• Proficient in managing databases and using Excel formulas and PowerQuery for data analysis and reporting.
• Confident, well‑groomed and possess pleasant disposition.
• Strong team player with excellent communication and interpersonal skills.
• Able to work well under pressure and manage multiple tasks effectively.
• Willing to work early shift and follow a rostered schedule.