Manager (Faculty Admin), College of Integrative Studies

Singapore Management University; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading university is seeking an HR Administrative Support Officer to assist with faculty recruitment, onboarding, and office management. The role involves providing logistics support for various hiring processes and ensuring smooth administrative functions. Ideal candidates should possess a general degree along with 3-5 years of relevant experience, and demonstrate strong organizational skills and attention to detail.

Qualifications

• 3 to 5 years of relevant work experience.
• Experience in confidential positions preferred.
• Mature, diligent, and organised.

Responsibilities

• Provide administrative and logistics support for faculty recruitment.
• Coordinate and manage onboarding processes.
• Oversee general office operations and support HR matters.

Skills

Interpersonal skills

Communication skills

Time management skills

Organizational skills

Analytical skills

Attention to detail

Education

General Degree

Tools

Microsoft Office

Adobe Acrobat

Job description

• Faculty Recruitment and Onboarding
• Provide administrative and logistics support for faculty recruitment and campus visits:
• Placement of advertisements in local and overseas portals.
• Manage queries from search candidates.
• Compile candidates' applications for search committee's review.
• Arrange and coordinate campus visits for shortlisted candidates.
• Compile and prepare dossier of recommended candidates for submission.
• Work with HR on hiring process.
• Coordinate and manage onboarding process.
• Adjunct Recruitment and Onboarding
• Provide administrative and logistics support for adjunct recruitment:
• Placement of advertisements.
• Manage queries from search candidates.
• Compile candidates' applications for team's review.
• Work with HR on hiring matters including offer processes.
• Coordinate and manage onboarding process.
• Permanent and Contract Hires and Onboarding
• Provide administrative and logistics support for permanent and contract hires when required:
• Placement of advertisements.
• Manage queries from search candidates.
• Compile candidates' applications for review.
• Arrange interviews for shortlisted candidates.
• Work with HR on hiring process.
• Coordinate and manage onboarding process.
• Support in hiring of researcher assistants.
• Manage and Support Faculty and Administration Staff in Human Resource Matters
• Coordinate and administer the formalization of faculty's administrative appointments, joint appointments and re-appointments.
• Provide support for administrative staff's training matters.
• Ensure that the faculty and administration practices are aligned with the SMU's policies and practices.
• Maintain proper housekeeping of hiring records and onboarding documentation and all human resource-related data in the College's cloud storage.
• Provide administrative and logistics support in engagement of visiting scholars/faculty.
• Work with faculty to administer the Core Curriculum Annual Teaching Excellence Award.
• General Office Management
• Work closely with the Assistant Dean to coordinate and arrange monthly team meetings and team building activities, and quarterly faculty meetings.
• Manage and distribute the mail for the general office and faculty.
• Manage upkeep of printers / copiers in the general office and faculty printing rooms, including ensuring supplies such as toner and paper are well-stocked.
• Oversee the general office operations, including stationery and pantry supplies.
• Perform good receipts on SAP.
• Liaise with building manager to ensure upkeep of faculty and general offices and address issues when necessary.
• Work as a team member to support College-wide activities and events.
• Any other duties as assigned by the Assistant Dean.

Qualifications

• General Degree with 3 to 5 years of relevant work experience.
• Good working knowledge of Microsoft Office, Outlook, and Adobe Acrobat.
• Prior experience in confidential positions preferred.
• Matured with excellent interpersonal and communication skills (both written and spoken).
• Diligent and organised, excellent time management skills with ability to work well under pressure.
• Analytical and meticulous with attention to important details.
• Possess good administrative and organisational skills.
• A good team player yet independent and with good initiatives.

Other Information

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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.