Senior Executive, Programs, Events & Admin

Singapore Management University; Singapore; On-site; SGD 42,000 - 54,000; Full time

Job summary

Singapore Management University is seeking a capable Programme & Administrative Support professional to assist in classroom operations, academic coordination, and event logistics. You will work with Programme Managers on education verification, exams preparation, seating invigilators, and visa matters for international students.

The role also involves coordinating events, handling procurement, financial processing, data management, and file maintenance.

Qualifications

• Polytechnic diploma holder.
• Ability to multi-task and prioritise assignments independently; confidence in trouble shooting, and good judgement in escalating concerns.
• Strong time management and project management skills.
• Strong attention to details and high accuracy in work.
• Effective communication skills, both written and verbal.
• Good interpersonal skills; service oriented and comfortable in engaging with students and external stakeholders.
• Keen interest in learning and ability to work independently as well as working in team.
• Proficiency in Microsoft Office.

Responsibilities

• Provide classroom support as needed, including after-hours or weekend work.
• Support Programme Managers on academic matters such as education verification, exams prep, and scheduling invigilators.
• Prepare official letters or documentation for students.
• Assist with student finance matters and university requirements.
• Help apply for ICA passes for international students.
• Assist in management of PhD students.

Skills

Multitasking

Time management

Communication

Interpersonal skills

Teamwork

Attention to detail

Problem solving

Independent work

Project management

Troubleshooting

Education

Polytechnic diploma

Tools

Microsoft Office

Job description

• Provide classroom support whenever necessary; this may include work on weekday nights and Saturdays.
• Support Programme Managers on academic matters including (I) education verification of incoming students; (II) exams preparatory work; (III) scheduling exam invigilator; (IV) preparation of certificates for student awards.
• Support administrative processes such as preparing official letters or certification of documents for students upon request.
• Work closely with Programme Managers on student finance matters and other university's requirements.
• Work with Programme Manager to apply for ICA passes for international students.
• Assist the Programme Manager in the management of PhD students.
• Event Coordination & Logistics:
• Work closely with Programme Managers to plan, coordinate, and execute events such as open house, information sessions, orientation programmes, workshops, commencement ceremonies, graduation parties, student/alumni activities, and campus visits.
• Manage logistics, venue preparation, catering, registration, and event publicity.
• Procure goods and services for events and office use in accordance with procurement procedures.
• Procurement & Services
• Create Purchase Orders once Programme Managers have selected vendors according to programme requirements and organizational standards.
• Manage vendor and track/assess vendor performance and deliverables.
• Responsible for processing vendor payment.
• Compliance: Process customer invoices/ funding claims in accordance with policies, procedures and funding agreement. Follow up with customer and funding agency when debts are due.
• Support Programme Managers on financial matters.
• Responsible for verifying expense claims and travel requests in programmes.
• Data Management & Recordkeeping:
• Maintain accurate and updated databases of students and alumni.
• Retrieve and compile data for basic reporting and analysis.
• Maintain a catalogue of and maintain the storage of corporate gifts belonging to the Graduate Programmes.
• Other duties as assigned.
  

Responsibilities

• Programme & Administrative Support:
• Provide classroom support whenever necessary; this may include work on weekday nights and Saturdays.
• Support Programme Managers on academic matters including (I) education verification of incoming students; (II) exams preparatory work; (III) scheduling exam invigilator; (IV) preparation of certificates for student awards.
• Support administrative processes such as preparing official letters or certification of documents for students upon request.
• Work closely with Programme Managers on student finance matters and other university's requirements.
• Work with Programme Manager to apply for ICA passes for international students.
• Assist the Programme Manager in the management of PhD students.
• Event Coordination & Logistics:
• Work closely with Programme Managers to plan, coordinate, and execute events such as open house, information sessions, orientation programmes, workshops, commencement ceremonies, graduation parties, student/alumni activities, and campus visits.
• Manage logistics, venue preparation, catering, registration, and event publicity.
• Procure goods and services for events and office use in accordance with procurement procedures.
• Procurement & Services
• Create Purchase Orders once Programme Managers have selected vendors according to programme requirements and organizational standards.
• Manage vendor and track/assess vendor performance and deliverables.
• Responsible for processing vendor payment.
• Compliance: Process customer invoices/ funding claims in accordance with policies, procedures and funding agreement. Follow up with customer and funding agency when debts are due.
• Financial Matters
• Support Programme Managers on financial matters.
• Responsible for verifying expense claims and travel requests in programmes.
• Data Management & Recordkeeping:
• Maintain accurate and updated databases of students and alumni.
• Retrieve and compile data for basic reporting and analysis.
• Maintain a catalogue of and maintain the storage of corporate gifts belonging to the Graduate Programmes.
• Other duties as assigned.
  

Qualifications

• Polytechnic diploma holder.
• Ability to multi-task and prioritise assignments independently; confidence in trouble shooting, and good judgement in escalating concerns.
• Strong time management and project management skills.
• Strong attention to details and high accuracy in work.
• Effective communication skills, both written and verbal.
• Good interpersonal skills; service oriented and comfortable in engaging with students and external stakeholders.
• Keen interest in learning and ability to work independently as well as working in team.
• Proficiency in Microsoft Office.
  
  

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.