Senior Executive (Academic Admin)

NATIONAL INSTITUTE OF EARLY CHILDHOOD DEVELOPMENT; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A leading educational institution in Singapore is seeking an Administrative Support professional to provide executive-level assistance, coordinate training for lecturers, and manage academic documentation. The ideal candidate has a bachelor's degree and at least 1 year of administrative experience, preferably in an education setting. Proficiency in Microsoft Office, strong communication skills, and the ability to work independently are essential. A flexible hybrid work arrangement and comprehensive benefits package are offered.

Benefits

Flexible Hybrid Work Arrangement

Learning & Professional Development

Comprehensive Benefits Package

Qualifications

• At least 1 year in administrative and coordination roles.
• At least 1 year of relevant work experience in the Education environment (preferred).
• IT-savvy for handling LMS platforms and administrative systems.

Responsibilities

• Provide executive-level support to academic leaders.
• Assist course teams with grades entry into Student Management System.
• Support in conducting training and induction sessions for lecturers.
• General reports and extract data for academic planning.
• Prepare and maintain academic documents.
• Track deadlines and ensure submission of required reports.
• Collaborate with Programme Management team on processes.
• Participate in process improvement initiatives.

Skills

Detail-oriented

Communication skills

Interpersonal skills

Analytical skills

Multitasking capabilities

Education

Bachelor's degree

Tools

Microsoft Office Suite

LMS platforms

Job description

Job Responsibilities

Administrative Support

• Provide executive-level support to academic leaders
• Assist course teams in ensuring accurate marks/grades entry into Student Management System (SMS) and provide support to Adjunct Lecturers in navigating Learning Management System (LMS).

Training and Induction of Lecturers/Use of LMS and SMS Systems

• Plan and coordinate with internal stakeholders on training and induction of Adjunct Lecturers and new lecturers on use of SMS, LMS and Zoom (Continuing Professional Development courses).
• Support in conducting training and induction sessions.

System and Database Management

• General reports and extract data for academic planning and audits
• Troubleshoot system issues and liaise with IT support

Document and Records Management

• Prepare, format and distribute academic documents and reports
• Update, review, and maintain scoresheets, ensuring accuracy and alignment with assessment requirements
• Conduct pre-module checks to verify scoresheet readiness
• Maintain accurate records of academic governance and faculty files
• Ensure compliance with data protection and institutional policies

Compliance and Accreditation Support

• Track moderation due dates and remind moderators
• Assist in doing a call over and checking the accuracy of SMS entries with moderators
• Track deadlines and ensure timely submission of required reports
• Assist in compiling documentation for audits and accreditation reviews
• Maintain organised records for compliance purposes

Faculty and Interdivision Liaison

• Collaborate with Programme Management team with administrative processes
• Identify gaps and communicate with relevant division to close gaps on academic administrative processes and SMS entries

Continuous Improvement and Initiative Support

• Participate in process improvement initiatives to enhance administrative efficiency (e.g. online marking and moderation administration processes)
• Support implementation of academic systems
• Provide feedback and suggestions for improving student and faculty services

Other expectations

• Support in organising academic events such as graduation ceremonies
• Coordinate logistics for internal and external meetings

Job Requirements

• Possess at least a bachelor’s degree qualification
• At least 1 year in administrative and coordination roles
• At least 1 year relevant work experience in the Education environment (preferred)

Technical skills:

• Proficient in Microsoft Office Suite (especially Excel and Outlook).
• IT-savvy for handling LMS platforms and administrative systems.

Soft Skills:

• Meticulous, detail-oriented, and highly organized
• Strong interpersonal and communication skills; Ability to communicate in Mandarin is preferred, as the role requires regular interaction with Mandarin-speaking learners.
• Resourceful with strong analytical and multitasking capabilities
• Ability to work independently and as part of a team
• Committed to providing excellent support to learners, faculty and stakeholders
• Respond positively to unexpected situations and implement appropriate follow-up actions aligned with organizational values

Perks & Benefits:

• Flexible Hybrid Work Arrangement
• Learning & Professional Development
• Comprehensive Benefits Package such as attractive leaves schemes, flexible benefits, dental coverage etc.

Note: All new hires will be offered a two-year contract in the first instance. Contract renewal and emplacement on permanent appointment will be subject to continuous good performance.

We regret that only shortlisted candidates will be notified.