Job Description
Departmental Administration and Coordination
- Provide administrative and secretariat support to the Head of Department, including calendar management, meeting arrangements and related follow-ups.
- Coordinate administrative arrangements for academic visitors, including Training Employment Pass (TEP) applications, accommodation, documentation and other related matters.
- Support the planning and coordination of departmental activities, including meetings, seminars, workshops and visits.
- Liaise with academic staff, visitors, University offices and relevant administrative teams to facilitate departmental activities and arrangements.
- Support general departmental administration, including logistical arrangements, access control and other day-to-day administrative matters.
- Manage the Department Secretary's email account, ensuring timely dissemination of information and follow-up on enquiries and requests.
Administrative Support and Records Management
- Maintain departmental e-files, databases, directories, mailing lists and other administrative records.
- Assist with onboarding-related administrative arrangements, including account and access requests, documentation and follow-ups.
- Coordinate with undergraduate, postgraduate, finance and other administrative teams on departmental matters where required.
- Monitor and follow up on outstanding administrative matters to ensure timely completion.
Other Duties
- Perform other related administrative duties as assigned
Job Requirements
- Diploma or general degree, with 3–5 years of relevant administrative experience.
- Good communication and interpersonal skills, with integrity and discretion in handling confidential matters.
- Experience in administrative coordination or departmental operations would be an advantage.
- Able to multitask, manage competing priorities and work effectively with stakeholders at different levels.
- Meticulous, resourceful and able to work independently with strong follow-through.
- Able to handle challenges calmly, exercise good judgement and seek guidance when necessary.
- Proficient in Microsoft Office applications and common administrative systems.