Senior Executive, Admin Support

Nanyang Technological University; Singapore; On-site; SGD 47,000 - 62,000; Full time

Job summary

The School of Chemistry, Chemical Engineering and Biotechnology at NTU is seeking a Senior Executive to support the MSc postgraduate office. You will manage student lifecycle activities, ensure data integrity, and coordinate with departments to drive smooth operations of masters programmes.

Responsibilities include onboarding part-time lecturers, preparing reports, and assisting in financial forecasting. Strong communication and organisational skills are essential for success in a dynamic

Qualifications

• Experience in higher education administration or programme coordination preferred.
• Familiarity with student records, matriculation, and progression tracking recommended.
• Proficiency in MS Office, Teams, and data reporting for audits.

Responsibilities

• Administer postgraduate student lifecycle activities including admission, enrolment, progression, examination, and graduation.
• Maintain accurate student records in university systems and ensure data integrity for reporting.
• Coordinate with departments, supervisors, and graduate committees to facilitate processes.
• Support policy implementation and quality assurance for postgraduate programmes.
• Assist onboarding of part-time lecturers and manage role-based emails.
• Prepare operational reports and assist in financial tracking and projections.

Skills

Communication

Time management

Multitasking

Attention to detail

Education

Diploma or Bachelor's degree

Tools

Microsoft Office

Microsoft Teams

Adobe software

Ariba

Job description

The School of Chemistry, Chemical Engineering and Biotechnology (CCEB) is seeking an experienced and highly motivated Senior Executive to join our team. The School is committed to developing programmes that offer cutting-edge lifelong learning solutions and globally recognized qualifications accessible by aspiring professionals and lifelong learners.This incumbent plays a critical role in supporting the school’s postgraduate office by providing administrative and operational support for the smooth running of master’s programmes. The role ensures that all processes related to student administration, academic operations, and postgraduate services are executed efficiently, in compliance with institutional policies and academic regulations. The position also supports continuous improvement initiatives to enhance service quality and operational effectiveness. This role reports to the Head of Graduate Office and Associate Chair (Graduate).Programme Operations: Academic AdministrationAdminister postgraduate student life cycle activities including admission registration, enrolment, module registration, academic progression, examination, and graduation.Maintain accurate student records in university systems and ensure data integrity for reporting and audit purposes.Coordinate with academic departments, supervisors, and graduate committees to facilitate academic and administrative processes.Support the implementation of academic policies, guidelines, and quality assurance procedures for postgraduate programmes.Programme Operations: Operations & Process ManagementManage day-to-day postgraduate office operations to ensure timely and accurate execution of academic and administrative tasks.Monitor key operational timelines such as course registration periods, examination schedules, and graduation deadlines.Prepare operational reports, statistics, and documentation for management review.Assist in process improvement and digitalisation initiatives to enhance efficiency and service delivery.Programme Operations: Outreach/Marketing ActivitiesOrganise outreach events for prospective students, current students, and alumni.Raise purchase requests for catering services via the Ariba system.Prepare ITQ documents for outreach/marketing-related activities.Prepare workshop/seminar announcements for posting in CCEB.Book venues for information sessions and seminars.Other Administrative DutiesManage the onboarding processes for part-time lecturers.Manage a role-based email account.Assist in the preparation and consolidation of data for reporting purposes where required.Assist the programme director in tracking the financial status of the programme and making accurate financial projections.Develop and maintain SOPs for the administration of the MSc programme.Liaise with University offices to ensure the smooth running of the programme.Attend meetings of College/University-level committees on MSc programmes.Assist in any ad hoc matters as delegated and required.RequirementsEducational Qualification(s)Reputable Diploma or Bachelor’s degree.Specialisation in science or engineering disciplines is preferred but not essential.Knowledge RequiredFamiliarity with admission cycles, matriculation processes, student records management, and academic progression tracking.Proficiency in basic productivity tools such as Microsoft Office (Word, Excel, PowerPoint), Microsoft Teams, and Adobe software.Ability to prepare, manage, and interpret administrative and academic data for operational and reporting purposes.Basic understanding of budget monitoring, cost tracking, and financial forecasting in an academic context.Relevant Experience1–3 years of administrative experience, preferably in a higher education setting.Prior exposure to postgraduate or academic programme coordination is strongly preferred.Experience working with cross-functional stakeholders (faculty, students, and university departments).Skills & CompetenciesExcellent verbal and written communication skills.Ability to convey important information clearly and effectively.Responsible and independent, with strong time management skills.Skilled in multitasking while maintaining attention to detail.Good situational awareness and the ability to assess and respond to dynamic conditions effectively.Other Personal AttributesProactive and positive attitude towards work tasks.Strong service orientation.Eagerness to learn new skills and systems.Self-motivated, with a proactive approach to challenges.Analytical thinker with strong problem-solving capabilities.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