Senior Assistant Manager, Operations & Administration, SMU ExD

Responsibilities

• This position is for SMU Executive Development (SMU ExD).
• Operational Administration:
• Oversee the day-to-day administrative and operational functions of the Executive Development office, including management of office supplies, equipment, and facilities.
• Maintain efficient administrative processes to ensure smooth office operations and programme support.
• Serve as a key point of contact for internal departments and external stakeholders on administrative and operational matters.
• Procurement and Financial Administration:
• Co-support the preparation and submission of Ariba Purchase Requisitions (PR) and related procurement documentation and contracts on a day-to-day basis.
• Process reimbursements and coordinate with vendors to ensure accurate documentation and timely payments.
• Work closely with the Accounts Payable (AP) team to ensure prompt vendor payments and to streamline the invoicing and payment processes.
• Monitor and track departmental budgets, invoices, and expenses in collaboration with the Office of Finance office to ensure adherence to procurement policies and organisational guidelines.
• Ensure all purchasing activities comply with the organisation's procurement policies, financial procedures, and quality standards.
• Records and Information Management:
• Maintain and update SharePoint repositories, records, files, and databases related to programmes, participants, and vendors.
• Manage and approve folder access permissions across cross-functional business teams to ensure proper information governance and security.
• Overseas Centre Administrative Support:
• Provide administrative and procurement support for Overseas Centres Professional Continuing Education (PCE) initiatives, as required.
• Assist with coordination of administrative matters across regional offices when necessary.
• Systems and Process Support:
• Participate in the planning and implementation of new administrative systems, platforms, or upgrades to existing systems.
• Support testing, rollout, and adoption of new systems to ensure minimal disruption to departmental operations.
• Asset and Resource Management:
• Maintain accurate records of departmental assets and ensure proper asset tagging, tracking, and documentation.
• Staff Engagement and Team Support:
• Coordinate and organise departmental town halls, team bonding activities, and internal engagement events to strengthen team relationships and promote collaboration.
• Staffing Matters:
• Oversee administrative processes related to staff onboarding and offboarding, ensuring timely access to systems, equipment, and facilities.
• Conduct new joiner orientation briefings to ensure staff are equipped with essential information, system access, and operational support.
• Support administrative processes related to staff learning and development, as well as other staff-related matters where required.
• General Office Management:
• Perform other administrative and operational duties as assigned to support departmental priorities and initiatives.
• Operational Governance and Compliance:
• Establish and maintain operational controls to ensure departmental processes comply with organisational policies, procurement guidelines, and relevant regulatory requirements.
• Support the implementation of operational procedures and best practices to enhance efficiency and consistency across programme operations.
• Programme and Project Support:
• Provide operational and administrative support to the team in the planning and execution of executive education programmes and projects, including both in-person and virtual programme delivery.
• Assist with programme logistics, coordination, and in-class operational support when required.
• Systems and Licensing Administration:
• Support the administration and monitoring of software licenses, subscriptions, and certifications, including systems related to programme delivery and learning management platforms.
• Ensure timely renewal, tracking, and proper documentation of departmental subscriptions and system access.
• Event Planning and Coordination:
• Assist in the planning, organisation, and execution of graduation ceremonies, networking events, and programme-related engagements to ensure smooth delivery and positive participant experience.
• Inventory and Resource Management:
• Manage inventory and procurement of general office and programme-related supplies, including stationery, pantry items, office equipment, and operational materials.
• Monitor stock levels and ensure timely replenishment to support ongoing programme delivery and office operations.
• Sourcing and Procurement Coordination:
• Oversee sourcing activities to ensure programme-related supplies and materials are procured in a timely manner, supporting efficient delivery aligned with EOQ (Economic Order Quantity) and JIT (Just-in-Time) supply requirements.
• Branding and Merchandise Coordination:
• Coordinate with the Office of Corporate Communications and Marketing (OCCM) on the development and refresh of SMU Executive Development branded merchandise for departmental and programme use.
• Data and Records Management:
• Support accurate and efficient data management to maintain well-organised records related to programmes, participants, vendors, and operational documentation.
• Team and Operational Support:
• Deputise for Programme Management colleagues during their absence to ensure continuity of programme operations when required.
• Contribute positively to the professional culture, teamwork, and morale within the SMU Executive Development team.
• Other duties as assigned.
  

Qualifications

• Diploma in Finance or Business Administration with 7 years of experience in office management or executive-level administrative support, preferably in higher education or executive training.
• Familiarity with SAP, ARIBA, CONCUR would be an advantage.
• Proficiency in Microsoft Office Suite, experience with office administration, budgeting, scheduling, procurement and data entry.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Good understanding of finance and procurement processes.
• Resourceful and meticulous in handling multiple issues concurrently while managing tight deadlines effectively.
• Detail-oriented with a high level of accuracy and efficiency.
• Soft skills like communication, leadership, problem-solving, and organizational skills are also crucial.
• Ability to work independently and with a fast-paced and growing team.
  
  

Other Information

Candidates who do not possess the stipulated qualifications but have relevant work experience may still apply. Remuneration and appointment terms shall commensurate with qualifications and experience. SMU reserves the right to modify the appointment terms where necessary.