Key Tasks and Responsibilities:
Office and Service Administration
- Financial Administration: Assist in the day-to-day financial operations, including collections, payments, and handling of grants, subsidies, and claims, while ensuring compliance with financial and funding regulations
- Procurement & Contract Support: Assist in procurement matters (sourcing, purchasing and receiving) and processes as well as the management of contracts and vendor performance, as required
- Student Administration: Assist in the coordination and administration of student matters such as admissions, withdrawals, and record-keeping
- Staff Matters Administration: Assist in the coordination and administration of personnel matters such as staff claims and other staff-related submissions
- Campus Safety & Security Support: Support the implementation of security and safety procedures and measures on campus
- Process Improvement Support: Support the review and streamlining of processes for efficient and effective running of the programme/service
- IT Systems Administration: Provide support in administering various IT systems for data integrity, accessibility and security
- Resource & Inventory Management: Support resource planning, procurement of materials and equipment, and inventory tracking
- Assistant Scheme Administration: Provide administrative support for processing relevant Assistance Schemes, Transport Subsidies and grants
- Meeting & Secretariat Support: Undertake secretarial duties for programme meetings, including taking notes of meetings
- Data & Records Management: Maintain accurate and up-to-date information on all programme submissions in relevant databases and filing systems.
Client-centric Service
- Customer Service: Deliver front desk service support, ensuring prompt and professional responses to queries with a client-focused attitude
- Stakeholder Engagement: Maintain positive relationships with stakeholders, such as students, parents, teachers, vendors and the broader community
Programme Coordination
- Event Logistics & Coordination: Support the implementation of events, ensuring seamless logistics and coordination
- Stakeholder Engagement Activities Coordination: Coordinate engagement activities to encourage and maximise participation from targeted stakeholders, such as staff and parents
- Cross-Department Liaison: Act as a liaison between programmes and administrative departments (both at the unit and Rainbow Centre levels) to ensure alignment and consistency in operations.
Reporting and Communications
- Technology-Enabled Administration: Leverage information technology to deliver high-quality administrative services, including programme administration, database maintenance, reporting, and analysis
- Reporting & Documentation Management: Ensure accurate and timely reporting of programme submissions and other required documentation
- Digitalisation Support & Training: Provide technical support and training to team members on administrative digital tools and best practices
- Data Analytics & Dashboarding: Utilise and maintain data analysis dashboards using tools like Microsoft Excel, Google Sheets, ChatGPT, Canva, Zapier, Google Analytics, Trello, Zoho and business intelligence software (e.g., Tableau, Power BI) to visualise key performance indicators (KPIs) derived from client data, financial data, and staff data.
Job Holder Requirements
- A good diploma or tertiary qualification in Business Administration, Linguistics, Economics or other relevant field
- Experience in business administration, finance, procurement or customer service will be an advantage
- Experience with project management software (e.g., Asana, Trello, Jira) and CRM systems is a plus
