Assistant Manager, Academic Services

locations

NTU Main Campus, Singapore

time type

Full time

posted on

Posted 5 Days Ago

job requisition id

R00024979

Young and research intensive, Nanyang Technological University, Singapore (NTU Singapore) is ranked among the world’s top universities. NTU Entrepreneurship Academy (NTUpreneur) is the focal point of providing entrepreneurship education within the University and the region. NTUpreneur nurtures and promotes a culture of innovation and entrepreneurship endeavours through academic programmes for undergraduates, postgraduates, as well as working professionals.

The Assistant Manager serves a critical function of providing academic services for NTU Entrepreneurship Academy’s (NTUpreneur) Undergraduate, Postgraduate and Executive programmes. The incumbent is responsible for executing the student administration functions of these departments, including administering and executing student administration functions, procurement matters and maintaining teaching facilities. The incumbent will report to the Manager, Academic Services, and work with her to ensure proper governance and compliance, including executing co-curricular activities, to drive NTUpreneur towards achieving a world-class institution for Entrepreneurship Education.

Job Responsibilities

Manage the Planning of Academic and Functional Services for Effective Operations

• Oversee NTUpreneur’s daily operations, ensuring conducive learning environment.
• Plan and coordinate requests for student assistants when required, plan work schedule for students and registration on Work Study Scheme portal, including job creation, assignment and completion.
• Ensure timely replenishment and proper management of office and pantry supplies, including stationery, photocopier toners, paper and other operational necessities.
• Manage administrative and operational duties for academic programmes, meetings, events and co-curricular activities organised by NTUpreneur.
• Implement continuous improvement initiatives to enhance operational processes and service quality within NTUpreneur.

Oversee Facilities and Operational Readiness

• Oversee and manage facilities and equipment maintenance contracts, ensuring vendors deliver services in accordance with contractual obligations, service standards and performance requirements. Monitor vendor performance, address service gaps, and implement corrective actions to maintain operational readiness and minimise disruptions to teaching and office operations.
• Ensure teaching and office facilities, and equipment are properly maintained and in good working conditions by attending to fault reports, coordinating repairs and assisting with basic troubleshooting where necessary.
• Manage facilities and room booking systems to ensure smooth day-to-day teaching, meetings and operational activities.
• Conduct regular inspections of classrooms, meeting rooms and office areas to ensure cleanliness, safety and operational readiness.
• Oversee space planning, facilities setup and logistical arrangements for classes, events, workshops and meetings.

Manage Financial Governance, Budget Management and Procurement Operations

• Serve as the key subject matter expert and central coordinator for procurement governance, ensuring adherence to University policies and timely resolution of procurement matters.
• Coordinate with programme teams, vendors, and NSS Procurement to resolve procurement-related queries.
• Manage procurement and payment requests for academic and non-academic functions. Where necessary, guide colleagues, including faculty staff, and assist in carrying out these processes to ensure compliance with the University’s guidelines.
• Drive budget planning, expenditure monitoring and financial forecasting exercises across NTUpreneur departments, identify financial risks and recommend corrective actions to ensure budget optimization.
• Lead the monitoring of procurement activities and budget utilisation, proactively identifying expenditure trends, financial risks and cost-saving opportunities to support informed decision-making and financial stewardship.

Govern Information, Records and Data Management Processes

• Oversee information and records management governance by evaluating existing practices, identifying areas for improvement and driving initiatives to strengthen compliance, data integrity and operational efficiency.
• Maintain NTUpreneur’s Central Registry and other electronic information generated from students’ projects and activities.
• Manage and maintain the Registry’s archive collection of digital photos and videos, ensuring proper organisation, storage, retrieval and record-keeping.
• Retrieve relevant information for the digital resources for reference

Manage Asset Governance and Inventory Management

• Ensure proper management of records and tracking of NTUpreneur’s fixed assets. Perform annual stock take for existing asset records against physical assets.
• Oversee periodic stocktaking and lifecycle management of records and files, ensuring proper retention, archival and disposal in accordance with University policies and regulatory requirements.
• Manage asset disposal processes by preparing justification papers and write-off reports, coordinating approvals and ensuring timely updates to NSS Finance to maintain accurate asset records and accountability.
• Manage centralised inventory management by tracking assets, ensuring accuracy and consistency of records, and maintaining well-organized, accessible storage areas.

Initiate and Oversee the Implementation of Workforce Administration and Organisational Initiatives

• Manage staff onboarding and offboarding processes by coordinating access rights, IT assets and workplace resources, ensuring compliance with institutional policies, data security requirements and smooth employee experience.
• Coordinate and manage temporary staff recruitment and contract administration processes, ensuring timely hiring, accurate records management and compliance with University policies and procedures.
• Oversee staff giving initiatives of the University Advancement Office.
• Promote staff awareness for workplace health and safety according to the policies and procedures of the Office of Health and Safety.

Lead Renovation and Facilities Enhancement Projects

• Oversee renovation projects, including project planning, stakeholder coordination, budget monitoring, risk management and implementation.
• Coordinate with contractors, consultants and University stakeholders to ensure timely project delivery and minimal operational disruptions.
• Monitor project progress, resolve issues and oversee post-project inspections and rectification works.

Requirements

• Bachelor's degree in Business or equivalent from a recognised university.
• At least 3 years of relevant working experience in related fields such as office administration and records management.
• Experience in a higher education institution will be advantageous.
• Demonstrates the ability to think critically and make informed decisions.
• Proficient in Microsoft Office, especially Excel and Word.
• Knowledge of the Ariba system is a plus, demonstrating the ability to adapt to various software tools.
• Meticulous with details. Excellent organisational skills and dedication to teamwork, ensuring shared responsibility and collaboration across the team.
• Good communication and interpersonal skills, fostering positive relationships and enabling effective decision-making with colleagues and stakeholders.
• Resourceful, collaborative and comfortable engaging with multiple stakeholders.
• Ability to multi-task, prioritise and plan work activities in an organised manner and work under tight timelines.
• A proactive self-starter with a strong sense of initiative, capable of identifying issues and generating solutions independently.
• Integrity, responsible, systematic, and adaptable, with a willingness to learn and improve processes continuously.

We regret that only shortlisted candidates will be notified.

Hiring Institution: NTU