Executive/Senior Executive (3-year contract), School of Accountancy

Singapore Management University; Singapore; On-site; SGD 31,000 - 45,000; Full time

Job summary

Singapore Management University is seeking a Programme & Administrative Support professional to assist in classroom support, academics coordination, event logistics, procurement, and financial matters for Graduate Programmes. The role involves liaising with students, international entrants, and external stakeholders, with opportunities for development.

Key duties include document preparation, ICA pass applications for internationals, vendor management, and data maintenance across databases for

Qualifications

• Polytechnic diploma holder.
• Ability to multi-task and prioritise assignments independently; confidence in trouble shooting, and good judgement in escalating concerns.
• Strong time management and project management skills.
• Strong attention to details and high accuracy in work.
• Effective communication skills, both written and verbal.
• Good interpersonal skills; service oriented and comfortable in engaging with students and external stakeholders.
• Keen interest in learning and ability to work independently as well as working in team.
• Proficiency in Microsoft Office.

Responsibilities

• Provide classroom support whenever necessary; this may include work on weekday nights and Saturdays.
• Support Programme Managers on academic matters including education verification of incoming students; exams prep; invigilator scheduling; certificates for student awards.
• Support administrative processes such as preparing official letters or certification of documents for students upon request.
• Work closely with Programme Managers on student finance matters and other university requirements.
• Assist Programme Manager in applying for ICA passes for international students.
• Assist the Programme Manager in the management of PhD students.
• Plan, coordinate and execute events: open houses, info sessions, orientation programmes, workshops, commencements, graduations, campus visits.
• Manage logistics: venue prep, catering, registration, event publicity.
• Procure goods and services for events and office use per procedures.
• Create Purchase Orders after vendor selection; track vendor performance and deliverables.
• Process vendor payments and ensure compliance with policies and funding terms.
• Support Programme Managers on financial matters; verify expense claims and travel requests.
• Maintain accurate databases of students and alumni; retrieve data for basic reporting.
• Maintain catalog and storage of corporate gifts for Graduate Programmes.
• Other duties as assigned.

Skills

Time management

Multitasking

Communication skills

Interpersonal skills

Project management

Attention to detail

Teamwork

Education

Polytechnic Diploma

Tools

Microsoft Office

Job description

About Us

Singapore Management University is a place where high-level professionalism blends together with a healthy informality. The 'family-like' atmosphere among the SMU community fosters a culture where employees work, plan, organise and play together - building a strong collegiality and morale within the university.

Our commitment to attract and retain talent is ongoing. We offer attractive benefits and welfare, competitive compensation packages, and generous professional development opportunities - all to meet the work-life needs of our staff. No wonder, then, that SMU continues to be given numerous awards and recognition for its human resource excellence.

Job Description

• Programme & Administrative Support:
  • Provide classroom support whenever necessary; this may include work on weekday nights and Saturdays.
  • Support Programme Managers on academic matters including (I) education verification of incoming students; (II) exams preparatory work; (III) scheduling exam invigilator; (IV) preparation of certificates for student awards.
  • Support administrative processes such as preparing official letters or certification of documents for students upon request.
  • Work closely with Programme Managers on student finance matters and other university's requirements.
  • Work with Programme Manager to apply for ICA passes for international students.
  • Assist the Programme Manager in the management of PhD students.
• Event Coordination & Logistics:
  • Work closely with Programme Managers to plan, coordinate, and execute events such as open house, information sessions, orientation programmes, workshops, commencement ceremonies, graduation parties, student/alumni activities, and campus visits.
  • Manage logistics, venue preparation, catering, registration, and event publicity.
  • Procure goods and services for events and office use in accordance with procurement procedures.
• Procurement & Services
  • Create Purchase Orders once Programme Managers have selected vendors according to programme requirements and organizational standards.
  • Manage vendor and track/assess vendor performance and deliverables.
  • Responsible for processing vendor payment.
  • Compliance: Process customer invoices/ funding claims in accordance with policies, procedures and funding agreement. Follow up with customer and funding agency when debts are due.
• Financial Matters
  • Support Programme Managers on financial matters.
  • Responsible for verifying expense claims and travel requests in programmes.
• Data Management & Recordkeeping:
  • Maintain accurate and updated databases of students and alumni.
  • Retrieve and compile data for basic reporting and analysis.
  • Maintain a catalogue of and maintain the storage of corporate gifts belonging to the Graduate Programmes.
• Other duties as assigned.

Qualifications

• Polytechnic diploma holder.
• Ability to multi-task and prioritise assignments independently; confidence in trouble shooting, and good judgement in escalating concerns.
• Strong time management and project management skills.
• Strong attention to details and high accuracy in work.
• Effective communication skills, both written and verbal.
• Good interpersonal skills; service oriented and comfortable in engaging with students and external stakeholders.
• Keen interest in learning and ability to work independently as well as working in team.
• Proficiency in Microsoft Office.

Other Information

#LI-XL1

Candidates who do not possess the stipulated qualifications but have relevant work experience may still apply. Remuneration and appointment terms shall commensurate with qualifications and experience. SMU reserves the right to modify the appointment terms where necessary.