Academic Affairs Specialist

Job Description of Academic Affairs Specialist

Reports to: Assistant Director, Academic Department

Department: Academic Department

Key relationships

Internal: Senior Manager, Academic Department Academic Director and Senior Management Academic Board Examination Board Quality Assurance / Compliance Student Services Admissions Corporate Services academic and administrative staff.

External: University partners, University Link Tutors, External Examiners, Academic Registry personnel, students, parents, vendors and regulatory bodies, as assigned.

Type of Position: Full Time

Salary range: $3000 to $4000

Job Summary

Supports the Assistant Director, Academic Department in coordinating daily academic operations, examinations and assessments, curriculum and programme administration, university partnership requirements, quality assurance and regulatory compliance. The role ensures accurate academic records, prepares reports and supporting submissions, tracks actions and deadlines, coordinates stakeholders, and provides timely student and lecturer support to enable the effective delivery and continuous improvement of academic programmes.

Responsibilities

Primary Responsibilities

Academic Operations and Examinations

. Support the Senior Manager in coordinating the day-to-day delivery of academic programmes in line with approved policies, academic requirements and agreed timelines.

. Prepare and maintain the academic calendar, timetables, lecturer deployment schedules and teaching-resource plans for review and approval by the Senior Manager.

. Administer coursework and assessment processes end to end, including monitoring submissions, coordinating grading and releasing approved results.

. Maintain accurate and current programme materials, student records and academic information in the Student Management System (SMS), Learning Management System (LMS) and university partner platforms.

. Coordinate examinations and in-class assessments, including scheduling, invigilation, moderation materials, reassessments, mitigating circumstances, clerical checks and requests for access to scripts.

. Prepare Examination Board documentation, approved-results records and action trackers, and follow up with responsible parties within required timelines.

. Maintain academic progression records, graduation lists, transcripts and certificates, and support students and lecturers with academic systems and routine academic enquiries.

University Partnership and Programme Administration

. Coordinate routine liaison with university partners, Link Tutors, External Examiners and Registry personnel, and track agreed actions.

. Coordinate documents, evidence and timelines for programme validations, reviews, Annual Monitoring Reports, academic governance meetings and other partnership requirements.

. Prepare and maintain supporting documentation for partnership proposals, due diligence, approvals and agreements under the direction of the Senior Manager.

. Maintain trackers for university agreement obligations, academic regulations and quality assurance requirements, and escalate gaps or approaching deadlines promptly.

. Prepare supporting documents for SWDA registrations, notifications and submissions relating to new programmes, renewals and programme changes, and track submission status.

Governance, Compliance and Quality Assurance

. Support EduTrust and SWDA compliance activities, quality reviews and internal or external audits by organising evidence, maintaining readiness files and coordinating information requests.

. Maintain academic policies, SOPs, programme documents and regulatory records with accurate formatting, version control, approval records and timely filing in the central document management system.

. Prepare data and first drafts for regulatory reports, submissions, benchmarking information, Academic Board papers and management updates for review by the Senior Manager.

. Maintain decision, corrective-action and audit trackers coordinate follow-up with action owners and escalate overdue or high-risk items.

. Collect and analyse feedback from employers, graduates, students and lecturers, and support approved continuous-improvement initiatives across programmes and departmental operations.

Departmental Coordination and Reporting

. Monitor departmental workplan activities, key deadlines and agreed performance indicators, and provide the Senior Manager with concise progress updates, risks and follow-up actions.

. Coordinate cross-departmental academic matters with Student Services, Admissions, Quality Assurance / Compliance and Corporate Services to ensure timely completion of tasks.

. Support the onboarding and administrative orientation of new academic staff, and maintain relevant training and deployment records.

. Prepare periodic operational reports and process-improvement recommendations relating to academic affairs SOPs, workflow gaps and service delivery.

. Perform other related duties assigned by the Senior Manager in support of Academic Department priorities.

Role Scope

. This role is responsible for execution, coordination, documentation and follow-up. Final decisions, policy approvals, external commitments and overall departmental accountability remain with the Senior Manager or other authorised management personnel.

Qualification

. Diploma or Degree in Education, Business Administration, Management or a related discipline.

. At least 2 years of relevant experience in higher education, private education, academic administration or a related environment.

. Hands-on experience in academic operations, examinations, student records, SMS / LMS administration, quality assurance or compliance documentation university partnership coordination is an advantage.

. Working knowledge of EduTrust, SWDA requirements and Singapore's Private Education Institution regulatory environment is preferred.

. Strong organisational, follow-up, stakeholder-management and written communication skills, with close attention to detail and deadlines.

. Proficiency in spoken and written English is required. Mandarin is preferred where the role supports Chinese-speaking university partners and stakeholders.