Manager, Operations, Administration and Outreach (6-month contract), OSS

Singapore Management University; Singapore; On-site; SGD 48,000 - 72,000; Full time

Job summary

Singapore Management University is seeking a capable Administrative & Finance Coordinator to support the Office of Safety & Security (OSS). The role covers budgeting, procurement, travel arrangements, payments, and secretariat tasks within a collaborative university environment.

Responsibilities include coordinating meetings, preparing reports, and liaising with Finance to ensure timely payments. The candidate should have a Bachelor’s degree and 2+ years experience in administration, finance, or

Qualifications

• Bachelor's degree in field appropriate to administrative/finance/marketing & programme coordination.
• Two years of administrative, finance, marcomms & programme coordination/management experience preferred.
• Strong interpersonal skills and ability to work as part of a team.

Responsibilities

• Manage office administration, logistics and day-to-day operations.
• Support in scheduling meetings, resources booking, mailing, courier and travel arrangements.
• Assist in processing purchase orders, receipts, expenditures, budgets and payments.
• Assist in preparing annual budgets and necessary reports.
• Coordinate with Office of Finance to reconcile payments with POs and ensure timely payments.
• Provide secretariat support in SOPs & Safety Doctrines under OSS.

Skills

Interpersonal skills

Team collaboration

Analytical skills

Verbal & written communication

Budgeting

Procurement

Microsoft Office

PowerPoint

SharePoint

Education

Bachelor's degree in relevant field

Tools

MS Excel

PowerPoint

SharePoint

Adobe Photoshop

Financial management software

Job description

Responsibilities

• This position is for Office of Safety and Security (OSS).
• Financial & Office Administration
  • Manage office administration, logistics and day-to-day operations.
  • Provide support in all administrative matters to include scheduling of meetings, resources booking for meetings, mailing, courier, travel arrangements, expense claims, procurement of stationary, consumables and equipment.
  • Assist in processing purchase orders, goods receipt, expenditures, budgets, payments and fixed assets.
  • Assist in the preparation of annual budget and necessary reports.
  • Liaise with Office of Finance to ensure all payments/invoices reconcile with the purchase orders created, and that all payments are made promptly.
  • Assist where necessary in the provision of administrative and secretariat support in the area of formulation and review of SOPs & Safety Doctrines under the purview of the Office of Safety & Security.
  • Assist in the provision of administrative & secretariat support for areas of work under the SMU's Crisis Management Team and the Office of Safety & Security.
• Safety Promotion & Outreach
  • Assist in the development of marketing operations & materials for safety training & education programmes.
  • Manage the promotion of safety and security outreach to the SMU community via monthly EDMs and Newsletters, including developing the content of the EDMs and Newsletters.
  • Manage, develop and maintain updated content for the Office of Safety & Security microsite and any relevant emergency preparedness microsite.
  • Support the university's response against vaping and drug use by crafting impactful, targeted communication materials to ensure consistent and timely outreach across the SMU community.
• Secondary Role & Scope
  • Programme Management & Coordination
    • Assist in the planning and preparation of the forecast of training programmes conducted under the purview of the Office of Safety & Security.
    • Provide effective coordination and management for participants' pre, during and post programme.
    • Interact and maintain liaison with students, faculty, staff and outside agencies in facilitating programme objectives.
    • Assist in the contract and payment administration, coordination and scheduling of external Instructors.
    • Maintain proper pre and post programme administration processes (programme EDMs, post course evaluations, course reports) and to recommend refinement / improvements (where applicable).
  • Student Travel Safety
    • Support the operational planning and implementation of revised university travel safety procedures.
    • Manage student travel safety matters in alignment with OSS' expanded mandate in global safety and risk mitigation.
• Any other duties assigned.

Qualifications

• Bachelor's degree in field appropriate to area of assignment and at least two years in administrative, finance, marcomms & programme coordination / management experience.
• Possess strong inter-personal skills and ability to work as part of a team.
• Possess strong organizing and coordinating capabilities.
• Possess strong analytical skills.
• Knowledge of budgeting, procurement and accounting principles.
• Experience in using financial management systems software.
• Strong proficiency in both verbal and written communication.
• Knowledge in marketing & corporate communications.
• Experience in programme management & coordination work (preferred).
• Highlight competent in Microsoft Office skills such as Word, Excel & Powerpoint.
• Demonstrated abilities in applications such as Adobe Photoshop & Sharepoint (preferred) will be an advantage.

Other Information

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.