"Management Assistant Officer (2-year contract)"

Job Description

We are looking for a Management Assistant Officer to support the department’s education portfolio and day-to-day administrative operations. You will work closely with the Admin Lead, Education Directors, Phase Directors, and school-level stakeholders (including basic science and clinical departments and the deanery education team) to ensure education processes and operations run smoothly. The role requires a high level of professionalism and confidentiality, with full compliance to departmental and university SOPs.

Key Responsibilities

Curriculum Planning & Execution (primary focus)

• Support curriculum and timetable planning for Medical, Dental, Life Science and Pharmacy programmes/modules.
• Liaise with Education Directors, Phase Directors, teaching staff, Dean’s Office, and school-level workgroups to coordinate schedules and requirements.
• Disseminate class objectives and coordinate tutor allocation for practicals and tutorials.
• Update and maintain class timetables and ensure classes, tutors and students are correctly tagged in relevant systems.
• Coordinate logistics (e.g., venue bookings) and deconflict event timings with internal/external stakeholders.

Examination Planning & Execution

• Support the Exam Coordinator in exam-related administrative work (including collation of questions, scheduling exam meetings, and documentation).
• Provide support for Department-anchored workgroups involved in exam question collation with external stakeholders.
• Coordinate exam logistics (locations, manpower support) and communications with students/examiners/Dean’s Office.
• Provide onsite operational support during examinations and support exam audits.
• Maintain strict confidentiality of examination materials and contribute to zero-exam-error outcomes.

Feedback Administration

• Assist with preparation and administration of module feedback processes.

Finance & Administrative Support

• Process procurement requests and liaise with vendors.
• Coordinate Anatomy Museum external visitations and charging processes.
• Process claims for part-time teaching staff promptly and collate teaching hour data.
• Provide secretarial support for departmental meetings/events involving the HOD.
• Maintain accurate hardcopy and electronic filing systems.
• Support future centralized education administration activities and other duties assigned by the supervisor.

Qualifications

• Minimum qualification: Diploma from a recognised Polytechnic.
• Experience: Ideally 2 years of relevant experience
• Strong attention to detail, accuracy, and ability to manage high volumes of data.
• Well-organised, proactive, and able to monitor and follow up tasks within tight timelines.
• Professional discretion and ability to handle confidential information tactfully.
• Comfortable working in a fast-paced environment, adapting to changes and multiple systems.
• Strong interpersonal and communication skills; able to work independently and as a team player.
• IT-savvy; proficient in Microsoft Office; comfortable learning/using systems such as Elentra, IMMS, ExamSoft/Examplify, SAP, Smartbuy, and other NUS platforms.
• Willing to work on weekends when required.

Req ID: 32274