Job Description
Assistant Manager / Senior Assistant Manager, Registrar's Office
Posting Start Date: 02/12/2025
Schemes of Service: Corporate
Division: Registrar's Office
Employment Type: Fixed Term
The successful candidate will play a pivotal role in managing Convocation-related operations and supporting the division's administrative functions. This position offers an opportunity to collaborate with multiple stakeholders within and beyond the Registrar's Office, ensuring the seamless delivery of Convocation ceremonies and associated processes. The role also involves driving process improvements and contributing to operational excellence initiatives.
Key Responsibilities
Graduation & Awards Administration
- Oversee and administer all processes related to graduation, ensuring timeliness and accuracy in updating student data and issuance of graduation documents.
- Coordinate the end-to-end administration of awards, including managing nominations, selection and award.
- Continuously review workflows and propose improvements to enhance efficiency and accuracy.
Event Planning & Execution
- Plan, coordinate, and deliver Convocation ceremonies, ensuring an exceptional experience for graduates and guests.
- Manage procurement, logistics, and vendor relationships to ensure successful event execution within budget and timelines.
Stakeholder Engagement
- Liaise and engage effectively with internal divisions, overseas partner universities, and external vendors to ensure smooth operations.
Enquiry Management
- Manage enquiries received via email and telephone in a prompt and effective manner.
- Provide accurate advice and resolve issues efficiently to ensure timely resolution and service excellence, escalating complex cases where necessary.
Division Administration
- Assist with the division's administrative matters, including learning administration.
Other Duties
- Undertake any other responsibilities as assigned.
Requirements
- A recognised degree in any discipline.
- At least 3 years of relevant work experience.
- Strong planning, organisational, and coordination skills, coupled with sound administrative capabilities.
- Mature, meticulous, and possessing a high level of integrity.
- Strong written and verbal communication skills, with the ability to engage diverse stakeholders effectively.
- Ability to manage multiple priorities effectively.
- Strong problem-solving and critical thinking abilities.
- A collaborative team player with a growth mindset and excellent interpersonal skills.
- IT-savvy and proficient in Microsoft Office applications (Excel, Word, PowerPoint); experience with student information systems and/or event management will be an advantage.
