Admin & Programme Executive

About MIJ Hub:

My Inspiring Journey Hub (MIJ Hub) is a leading and rapidly growing private school and non-profit organisation (NPO) dedicated to transforming the lives of individuals aged 4 to 40 with diverse learning needs. Through our comprehensive educational programs, vocational training, and community integration initiatives, we have been creating positive change locally for over 13 years. Our mission is to be the ultimate one-stop centre for the special needs community in the region.

At MIJ Hub, we are pioneers in innovation. By managing multiple for-profit ventures, including a food and beverage (F&B) arm, we generate sustainable income streams that allow us to provide subsidies, ensuring parents and students have access to affordable, high-quality education. Join MIJ Hub and become part of a vibrant, dynamic team committed to driving financial sustainability, fostering inclusivity, and expanding our reach to make a real difference in the community.

Admin & Programme Executive Role

About the Role:
As an Admin & Programme Executive, you will play a key role in ensuring the centre runs smoothly by managing daily manpower planning and staffing operations. You will be at the heart of coordinating teachers schedules, deployments, and attendance to ensure all programmes are well-supported and operationally efficient.

Working closely with Programme Coordinators and the HR team, you will handle real-time staffing needs, resolve last-minute manpower challenges, and ensure seamless communication across teams, parents, and vendors. This role requires someone who is proactive, organised, and able to think quickly in a fast-paced environment where daily operations depend on strong coordination.

You will gain hands-on exposure to operations, manpower planning, and cross-functional coordination, building practical skills in managing centre operations effectively. If you enjoy problem-solving, working with people, and creating structure in a dynamic environment, this role offers a strong platform to grow and make a meaningful operational impact.

Key Responsibilities

• Provides centre-based programme operations and administrative support to ensure smooth daily manpower coordination, student movement, attendance administration, welfare follow-up, and operational readiness across programme activities. Plays a key role in monitoring staffing sufficiency, coordinating manpower adjustments, and supporting the smooth day-to-day running of programme operations.

• Coordinates programme-related intake, first-day readiness, transition, and withdrawal processes. Ensures relevant student documents and key information are shared with the education team and teachers in a timely manner, supports planning for student entry, and checks staffing/manpower viability with the relevant lead to ensure the student can be safely and appropriately supported from the first day of attendance. Also coordinates transition-out and closure requirements for withdrawals, including handover with finance and internal stakeholders where needed.

• Coordinate daily manpower deployment across programme spaces and activities to ensure sufficient staffing coverage based on student attendance, support needs, movement requirements, and operational demands. Flag shortages, propose adjustments, and escalate staffing gaps promptly to the relevant lead.

• Maintain accurate and up-to-date programme operations records, including manpower availability, shift movement, attendance tracking, transport coordination logs, and deployment status.

• Prepare programme-related attendance records, utilisation summaries, and supporting administrative records required for payroll, finance submission, or internal tracking.

• Conduct routine operational readiness checks across programme spaces and flag maintenance, safety, cleanliness, and setup issues affecting daily programme operations.

• Monitor and prepare replenishment requests for programme-use supplies, student daily essentials, and classroom consumables required for daily operations.

• Coordinate day-to-day student transport movement, communicate same-day changes with parents and transport parties, and support smooth handover and dismissal arrangements.

• Support programme-based operational coordination for activities, including staffing alignment, attendance tracking, participant movement, and on-ground readiness.

• Maintain programme-related records, checklists, and supporting operational documentation required for review, audit preparation, or internal monitoring. Only will look at ECDA and MSF related

• Support daily centre and programme readiness by checking staffing deployment, classroom setup, student flow, and operational preparedness before and throughout the day. Identify staffing gaps or coverage risks early and coordinate with the relevant lead to support timely adjustments.

• Coordinate with transport vendors and relevant external parties on programme-related student logistics and service matters including but not limited to social worker, allied health professionals and etc.

• Work closely with Programme Leads, HR, and the Senior Administration & Operations Executive on staffing movement, manpower coordination, operational adjustments, and programme support matters.

• Track daily operational disruptions, attendance exceptions, staffing gaps, manpower movement issues, and programme coordination concerns, and flag them promptly for action.

• Provide timely updates on manpower changes, attendance issues, operational disruptions, and programme coordination matters to relevant stakeholders

• Supports all programme related operational matter working in programme lead/HR and senior admin

Requirements

• Minimum Diploma qualification

• At least 1 year of relevant working experience in administration or operations

• Proficient in Microsoft Excel (important), Word, and PowerPoint

• Strong spoken and written English (Organised, responsible, and detail-oriented)

• Meticulous with strong attention to detail

• Able to work in a fast-paced and high-pressure environment

• Strong sense of responsibility and accountability

• Willing to learn and develop a good understanding of MIJ Hub's operations and services