Assistant Manager, Faculty Affairs & Admin

locations

NTU Main Campus, Singapore

time type

Full time

posted on

Posted 27 Days Ago

job requisition id

R00024800

The Assistant Manager (Faculty Affairs & Admin) reports to Assistant Director (Faculty Affairs), assisting in the management of documentation, prioritization of incoming requests, handling of sensitive information and facilitation of inputs and recommendations for decision-making. He/She also supports the various internal and external faculty initiatives, activities, and day-to-day operations with the objectives of enhancing the overall productivity, efficiency and alignment across NTU Colleges and Schools, and Autonomous Institutes (AIs).

In addition, he/she provides holistic administrative and secretariat support to Vice Provost, Faculty Affairs (VPFA) in executing a full spectrum of services in relation to VPFA role-based email account, schedule and calendar, event and programme management, and organizational communication.

The incumbent should also exercise flexibility and willingness to assume additional and/or certain tasks/duties that may arise which require his/her assistance.

Key Responsibilities:

1) Faculty initiatives and activities

Coordinate university-level initiatives and leadership engagements, including preparation of materials, documentation of decisions, and tracking of action items, including the briefing sessions on faculty promotion and tenure preparation, quarterly meetings with Associate Deans/ Associate Chairs/ Vice Dean from NTU Colleges and Schools and AIs, Faculty Orientation Program, NTU Leadership Academy (NLA) workshops etc.

2) Faculty Talent Candidate Network

Provide support in planning, organizing and follow through of overseas outreach trips at the University level with active participation from Colleges/ Schools and AIs
Maintain the database of faculty talent candidate pipeline

3) Management Reporting and Presentation

Develop high-quality briefing materials, presentations, and reports to support decision-making and engagements
Collate and maintain database for matters pertaining to faculty affairs
Prepare and collate management reports and presentation slides in an accurate and succinct manner
Provide secretariat support to draft minutes of meetings and disseminate for review and circulation

4) Planning and Administration

Set up and maintain structured tracking systems and identify opportunities to improve workflows and processes within VPFA’s Office
Establish and implement procedures to ensure proper endorsement/approval requests
Set up requisite workflow templates, protocols and standard operating procedures for VPFA Office to ensure smooth execution for requests, programmes and activities
Manage proper database and filing system for key sensitive information for VPFA Office
Assist with VPA Office budget submissions, finance claims, obtaining quotations etc

5) Calendar, Schedule, Travel, and Meeting Management

Support the effective management of VPFA’s and AVPFA’s engagements, including scheduling, prioritisation, and preparation of meeting materials
Coordinate meetings with internal or/and external stakeholders
Prepare meeting agenda and materials and organize meeting logistics in relation to faculty affairs matters

Requirements:

Good planning, organizational and problem-solving skills
Good written and verbal communication skills
Flexibility and adaptability in a fast-paced environment
IT savvy and proficient in Microsoft Office Applications
Ability to work independently as well as in a team to achieve organizational goals
Ability to handle confidential and sensitive information with discretion and prudence
Ability to manage and disseminate all communications with tact

We regret that only shortlisted candidates will be notified.

Hiring Institution: NTU