Faculty Affairs Operations Manager

Nanyang Technological University Singapore; Singapore; On-site; SGD 45,000 - 70,000; Full time

Job summary

Nanyang Technological University Singapore is seeking an experienced Assistant Manager to support the Associate Chair and manage faculty operational matters. Key responsibilities include providing executive support, assisting with faculty recruitment and appointment processes, and maintaining accurate records.

The ideal candidate will hold a Bachelor’s degree and possess 3-5 years of relevant administrative experience, with strong organizational skills and proficiency in MS Office software. The university values diversity and encourages applications from all qualified candidates.

Qualifications

• 3-5 years of professional administrative experience in higher education or research settings.
• Proven track record in supporting leaders and managing complex workflows.
• Ability to work independently with minimal supervision.

Responsibilities

• Provide administrative support to Associate Chair and manage faculty affairs.
• Support faculty recruitment and appointment processes.
• Liaise with HR and external vendors for compliance issues.

Skills

Organisational skills

Interpersonal skills

Time management

Communication

MS Office proficiency

Education

Bachelor’s degree in Business Administration, Education, Human Resource or related field

Job description

The School of Chemistry, Chemical Engineering and Biotechnology (CCEB), is seeking an experienced and highly motivated Assistant Manager to join our team. The School is committed to developing programmes that offer cutting-edge lifelong learning solutions and globally recognized qualification accessible by aspiring professionals and lifelong learner.

The Assistant Manager will support the Associate Chair (Faculty) and Head of Faculty Affairs in managing faculty operational and administrative matters, ensuring the Faculty Affairs Office delivers accurate, timely, and efficient services in these areas: faculty secretarial support, recruitment, appointment, reappointment, performance appraisal, promotion and tenure as well as faculty development and culture.

Key Responsibilities

Executive & Secretarial Support:

• Provide comprehensive administrative support to Associate Chair (Faculty) including procurement, claims, travel arrangements, and document submissions.
• Provide secretariat support for committees and meetings, including booking of meeting rooms, agenda preparation, minute-taking, and follow-up actions.
• Maintain confidentiality and handle sensitive documentation with accuracy and discretion.
• Support digitalisation initiatives and contribute to streamlining workflows and improving service delivery.
• Maintain up-to-date records and assist in the preparation of reports, presentations, and internal communication materials.
• Liaise with internal departments (e.g., Finance, HR, Research Office) and external vendors to resolve, compliance, and process-related issues.
• Perform any other duties as assigned to support the team’s and school’s objectives.
  
  

Faculty Recruitment, Appointment, Reappointment And Promotion Administration Support

• Datamining and profiling of potential international candidates; create database for easy references.
• Liaise with School’s HR and Shared Services team to advance Faculty appointment, re-appointment, promotion and tenure and related processes and ensure smooth execution of administrative process.
• Provide end to end support on faculty recruitment such as (but not limited to) interview / meeting scheduling, travel arrangement, campus visit and claims.
• Support preparation of faculty dossier in appointment, re-appointment, promotion for Committee’s review and to ensure timely submission of documentation and compliance with University policies.
• Support annual faculty appraisal exercise to ensure adherence to timelines and processes.
• Maintain up-to-date records and assist in the preparation of reports, presentations, and internal communication materials.
• Perform any other faculty-related duties as assigned to support the team’s and school’s objectives.
• Serve as key support to school management for faculty recruitment-related publicity materials.
  
  

Requirements

• Bachelor’s degree preferably in a Business Administration, Education, Human Resource or any related field
• At least 3-5 years of professional administrative experience, ideally in higher education or research-intensive settings
• Proven track records in supporting leaders and managing complex workflows
• Strong organisational and time management skills with ability to meet deadlines
• Calm under pressure and able to juggle competing priorities
• Excellent interpersonal and written communication skills
• Proficient with standard MS office software (MS Word, Excel and PowerPoint)
• Ability to work independently with minimal supervision
• Able to source for information and liaise with various stakeholders to get work done
  
  

The School of Chemistry, Chemical Engineering and Biotechnology seeks a diverse and inclusive workforce and is committed to equality of opportunity. We welcome applications from all and recruit on the basis of merit, regardless of age, race, gender, religion, marital status and family responsibilities, or disability.

We regret to inform that only shortlisted candidates will be notified.


Hiring Institution: NTU