Manager, Operations, Administration and Outreach (6-month contract), OSS

Job Description

• This position is forOffice of Safety and Security (OSS).
• Financial & Office Administration
  • Manage office administration, logistics and day-to-day operations.
  • Provide support in all administrative matters to include scheduling of meetings, resources booking
  • for meetings, mailing, courier, travel arrangements, expense claims, procurement of stationary, consumables and equipment.
  • Assist in processing purchase orders, goods receipt, expenditures, budgets, payments and fixed assets.
  • Assist in the preparation of annual budget and necessary reports.
  • Liaise with Office of Finance to ensure all payments/invoices reconcile with the purchase orders created, and that all payments are made promptly.
  • Assists where necessary in the provision of administrative and secretariat support in the area of formulation and review of SOPs & Safety Doctrines under the purview of the Office of Safety & Security.
  • Assists in the provision of administrative & secretariat support for areas of work under the SMU's Crisis Management Team and the Office of Safety & Security.
• Safety Promotion & Outreach
  • Assists in the development of marketing operations & materials for safety training & education programmes.
  • Manage the promotion of safety and security outreach to the SMU community via monthly EDMs and Newsletters, including developing the content of the EDMs and Newsletters.
  • Manage, develop and maintain updated content for the Office of Safety & Security microsite and any relevant emergency preparedness microsite.
  • Support the university's response against vaping and drug use by crafting impactful, targeted communication materials to ensure consistent and timely outreach across the SMU community.
• Secondary Role & Scope
  
  • Programme Management & Coordination:
    • Assists in the planning and preparation of the forecast of training programmes conducted under the purview of the Office of Safety & Security.
    • Provide effective coordination and management for participants pre, during and post programme.
    • Interacts and maintains liaison with students, faculty, staff and outside agencies in facilitating programme objectives.
    • Assists in the contract and payment administration, coordination and scheduling of external Instructors.
    • Maintain proper pre and post programme administration processes (programme EDMs, post course evaluations, course reports) and to recommend refinement / improvements (where applicable).
  • Student Travel Safety
    • Support the operational planning and implementation of revised university travel safety procedures.
    • Manage student travel safety matters in alignment with OSS expanded mandate in global safety and risk mitigation.
• Any other duties assigned.

Qualifications

• Bachelor's degree in field appropriate to area of assignment and at least two years in administrative, finance, marcomms & programme coordination / management experience.
• Possess strong inter-personal skills and ability to work as part of a team
• Possess strong organizing and coordinating capabilities
• Possess strong analytical skills
• Knowledge of budgeting, procurement and accounting principles
• Experience in using financial management systems software
• Strong proficiency in both verbal and written communication
• Knowledge in marketing & corporate communications
• Experience in programme management & coordination work (preferred)
• Highlight competent in Microsoft Office skills such as Word, Excel & Powerpoint
• Demonstrated abilities in applications such as Adobe Photoshop & Sharepoint (preferred) will be an advantage

• This position is forOffice of Safety and Security (OSS).
• Financial & Office Administration
  • Manage office administration, logistics and day-to-day operations.
  • Provide support in all administrative matters to include scheduling of meetings, resources booking
  • for meetings, mailing, courier, travel arrangements, expense claims, procurement of stationary, consumables and equipment.
  • Assist in processing purchase orders, goods receipt, expenditures, budgets, payments and fixed assets.
  • Assist in the preparation of annual budget and necessary reports.
  • Liaise with Office of Finance to ensure all payments/invoices reconcile with the purchase orders created, and that all payments are made promptly.
  • Assists where necessary in the provision of administrative and secretariat support in the area of formulation and review of SOPs & Safety Doctrines under the purview of the Office of Safety & Security.
  • Assists in the provision of administrative & secretariat support for areas of work under the SMU's Crisis Management Team and the Office of Safety & Security.
• Safety Promotion & Outreach
  • Assists in the development of marketing operations & materials for safety training & education programmes.
  • Manage the promotion of safety and security outreach to the SMU community via monthly EDMs and Newsletters, including developing the content of the EDMs and Newsletters.
  • Manage, develop and maintain updated content for the Office of Safety & Security microsite and any relevant emergency preparedness microsite.
  • Support the university's response against vaping and drug use by crafting impactful, targeted communication materials to ensure consistent and timely outreach across the SMU community.
• Secondary Role & Scope
  
  • Programme Management & Coordination:
    • Assists in the planning and preparation of the forecast of training programmes conducted under the purview of the Office of Safety & Security.
    • Provide effective coordination and management for participants pre, during and post programme.
    • Interacts and maintains liaison with students, faculty, staff and outside agencies in facilitating programme objectives.
    • Assists in the contract and payment administration, coordination and scheduling of external Instructors.
    • Maintain proper pre and post programme administration processes (programme EDMs, post course evaluations, course reports) and to recommend refinement / improvements (where applicable).
  • Student Travel Safety
    • Support the operational planning and implementation of revised university travel safety procedures.
    • Manage student travel safety matters in alignment with OSS expanded mandate in global safety and risk mitigation.
• Any other duties assigned.