Job Description
Join us to provide end-to-end administrative and operational support for graduate residency training and research programmes. In this role, you will help ensure the smooth delivery of postgraduate education through effective coordination of admissions, curriculum schedules, examinations, faculty support, student records, and research administration.
You will work closely with various stakeholders including faculty members, senior management, and interdisciplinary offices within the University, providing essential administrative and operational support to facilitate cutting-edge research initiatives.
This role offers the opportunity to work closely with students, faculty members, adjunct faculty and external training partners, contributing to the successful delivery, enhancement, and growth of a leading graduate programme.
Key responsibilities:
Programme Admissions and Operations
- Providing administrative support for 3 postgraduate programmes
- Coordinating admissions activities, including application processing, interview scheduling, and the timely release of outcomes, ensuring adherence to academic calendar timelines.
- Partnering with faculty members, adjunct faculty, external lecturers and external training partner institution to ensure the smooth delivery of courses and learning activities.
- Coordinating timetable planning, student assessments, teaching coverage, student clinical returns and continual assessment materials in collaboration with the Programme Directors and relevant stakeholders.
- Administering examination matters (e.g. collation of examination questions, dissemination of answer scripts, preparation of marks collation).
- Assisting in HR-related (e.g. appointment of new teaching staff, preparation of staff teaching hours) and Finance-related matters (e.g. Teaching staff Concur claims, Submission of part-time teaching claims, procurement of teaching materials, process claims and reimbursement).
Graduate Research Operations
- Providing research administration support
- Managing conference leave, funding applications, and process PhD Qualifying Examination and Oral Examination for Postgraduate (Research) students.
- Coordinating thesis management, progress report submission and grant submissions.
- Updating MSc and PhD student leave records and manage course mattes.
Perform any additional duties as assigned by the supervisor to support the goals of the Education Office.
Qualifications
- Minimum Polytechnic Diploma in any discipline.
- Prior experience in higher education, programme administration, or research administration is an advantage; entry-level candidates are welcome to apply.
- Strong written and verbal communication skills, with the ability to draft emails and basic reports with minimal supervision.
- Familiar with academic management systems (e.g. student records, examination portals).
- Strong organisational and time-management skills, with the ability to prioritise multiple tasks and meet deadlines in a fast-paced environment.
- Proactive, positive, and able to work effectively with staff and students at all levels.
- Resourceful, meticulous, and able to work both independently and as a collaborative team player.
- Experience in event and logistics planning for academic or research activities is an advantage.
- Able to handle confidential information with discretion and professionalism.
- Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and online communication tools.