Executive/Senior Executive (3-year contract), School of Accountancy

Job Description

• Programme & Administrative Support:
• Provide classroom support whenever necessary this may include work on weekday nights and Saturdays.
• Support Programme Managers on academic matters including (I) education verification of incoming students (II) exams preparatory work (III) scheduling exam invigilator (IV) preparation of certificates for student awards.
• Support administrative processes such as preparing official letters or certification of documents for students upon request.
• Work closely with Programme Managers on student finance matters and other university's requirements.
• Work with Programme Manager to apply for ICA passes for international students.
• Assist the Programme Manager in the management of PhD students.
• Event Coordination & Logistics:
• Work closely with Programme Managers to plan, coordinate, and execute events such as open house, information sessions, orientation programmes, workshops, commencement ceremonies, graduation parties, student/alumni activities, and campus visits.
• Manage logistics, venue preparation, catering, registration, and event publicity.
• Procure goods and services for events and office use in accordance with procurement procedures.
• Procurement & Services
• Create Purchase Orders once Programme Managers have selected vendors according to programme requirements and organizational standards.
• Manage vendor and track/assess vendor performance and deliverables.
• Responsible for processing vendor payment.
• Compliance: Process customer invoices/ funding claims in accordance with policies, procedures and funding agreement. Follow up with customer and funding agency when debts are due.
• Financial Matters
  • Support Programme Managers on financial matters.
  • Responsible for verifying expense claims and travel requests in programmes.
• Data Management & Recordkeeping:
  • Maintain accurate and updated databases of students and alumni.
  • Retrieve and compile data for basic reporting and analysis.
  • Maintain a catalogue of and maintain the storage of corporate gifts belonging to the Graduate Programmes.
• Other duties as assigned.

Qualifications

• Polytechnic diploma holder.
• Ability to multi-task and prioritise assignments independently confidence in trouble shooting, and good judgement in escalating concerns.
• Strong time management and project management skills.
• Strong attention to details and high accuracy in work.
• Effective communication skills, both written and verbal.
• Good interpersonal skills service oriented and comfortable in engaging with students and external stakeholders.
• Keen interest in learning and ability to work independently as well as working in team.
• Proficiency in Microsoft Office.

• Programme & Administrative Support:
• Provide classroom support whenever necessary this may include work on weekday nights and Saturdays.
• Support Programme Managers on academic matters including (I) education verification of incoming students (II) exams preparatory work (III) scheduling exam invigilator (IV) preparation of certificates for student awards.
• Support administrative processes such as preparing official letters or certification of documents for students upon request.
• Work closely with Programme Managers on student finance matters and other university's requirements.
• Work with Programme Manager to apply for ICA passes for international students.
• Assist the Programme Manager in the management of PhD students.
• Event Coordination & Logistics:
• Work closely with Programme Managers to plan, coordinate, and execute events such as open house, information sessions, orientation programmes, workshops, commencement ceremonies, graduation parties, student/alumni activities, and campus visits.
• Manage logistics, venue preparation, catering, registration, and event publicity.
• Procure goods and services for events and office use in accordance with procurement procedures.
• Procurement & Services
• Create Purchase Orders once Programme Managers have selected vendors according to programme requirements and organizational standards.
• Manage vendor and track/assess vendor performance and deliverables.
• Responsible for processing vendor payment.
• Compliance: Process customer invoices/ funding claims in accordance with policies, procedures and funding agreement. Follow up with customer and funding agency when debts are due.
• Financial Matters
  • Support Programme Managers on financial matters.
  • Responsible for verifying expense claims and travel requests in programmes.
• Data Management & Recordkeeping:
  • Maintain accurate and updated databases of students and alumni.
  • Retrieve and compile data for basic reporting and analysis.
  • Maintain a catalogue of and maintain the storage of corporate gifts belonging to the Graduate Programmes.
• Other duties as assigned.