Administrative Executive (10-month contract), OAFA

Job Description

• This position is forOffice of Admissions andFinancial Assistance (OAFA).
• Award Administration, Engagement & System Support
  • Administer student awards by tracking nominations, scheduling interviews, preparing approval documents, and ensuring accurate record-keeping.
  • Manage applications via ISIS, verify supporting documents, and provide timely updates to students.
  • Liaise with school administrators and faculty for clarifications and notify students of award outcomes.
  • Coordinate with the stewardship team to ensure award criteria and selection guidelines align with donor intentions and university policies.
  • Monitor key dates such as nomination periods and selection deadlines.
  • Maintain and update award management systems and workflows, providing feedback to improve usability and efficiency.
  • Ensure all award processes comply with university guidelines and donor requirements.
• Procurement, Event Logistics & Operational Support
  • Coordinate student award trophies, including reviewing vendor artwork and obtaining supervisor confirmation.
  • Support event logistics by coordinating the administration of trophies with the university's event team for award-related functions.
  • Perform other related tasks assigned by supervisors to support team operations, including assisting with projects, cross-functional initiatives, and adapting to evolving departmental needs.
  • Provide support for financial aid schemes as needed, including:
    • Work Study Grants
    • Emergency Grants
    • MOE Study Loan
    • MOE Overseas Student Programme Loan
    • Tuition Grant Subsidy Extension
    • Scholarships
    • HOMES (Government Bursary)
    • Touch Points (Mailbox, Phone enquiries, and Walk-ins)
• Other duties as assigned.

Qualifications

• Diploma or Degree in Business Administration, Accounting, Information Systems, or a related field.
• Prior experience in administrative, finance, or student services roles is an advantage.
• Assist in managing applications submitted through the university's online student portal, including verifying completeness and accuracy of supporting documents.
• Basic understanding of financial or IT processes relevant to award administration is beneficial.
• Knowledge
  • Understanding of administrative and financial workflows.
  • Familiarity with university policies and donor requirements related to student awards (preferred but not required).
  • Basic knowledge of procurement procedures and event coordination.
• Skills
  • Proficiency in Microsoft Office (Excel, Word, Outlook).
  • Strong administrative and organisational skills.
  • Effective written and verbal communication.
  • Ability to manage multiple tasks and meet deadlines.
  • Attention to detail in reviewing documents and maintaining records.
• .Competency
  • Team-oriented with good interpersonal skills.
  • Customer service mindset when interacting with students and stakeholders.
  • Adaptability to changing processes and systems.
  • Integrity and discretion in handling confidential information.

• This position is forOffice of Admissions andFinancial Assistance (OAFA).
• Award Administration, Engagement & System Support
  • Administer student awards by tracking nominations, scheduling interviews, preparing approval documents, and ensuring accurate record-keeping.
  • Manage applications via ISIS, verify supporting documents, and provide timely updates to students.
  • Liaise with school administrators and faculty for clarifications and notify students of award outcomes.
  • Coordinate with the stewardship team to ensure award criteria and selection guidelines align with donor intentions and university policies.
  • Monitor key dates such as nomination periods and selection deadlines.
  • Maintain and update award management systems and workflows, providing feedback to improve usability and efficiency.
  • Ensure all award processes comply with university guidelines and donor requirements.
• Procurement, Event Logistics & Operational Support
  • Coordinate student award trophies, including reviewing vendor artwork and obtaining supervisor confirmation.
  • Support event logistics by coordinating the administration of trophies with the university's event team for award-related functions.
  • Perform other related tasks assigned by supervisors to support team operations, including assisting with projects, cross-functional initiatives, and adapting to evolving departmental needs.
  • Provide support for financial aid schemes as needed, including:
    • Work Study Grants
    • Emergency Grants
    • MOE Study Loan
    • MOE Overseas Student Programme Loan
    • Tuition Grant Subsidy Extension
    • Scholarships
    • HOMES (Government Bursary)
    • Touch Points (Mailbox, Phone enquiries, and Walk-ins)
• Other duties as assigned.