Senior Assistant Manager, Operations & Administration, SMU ExD

Job Description

• This position is forSMU 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.

• This position is forSMU 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.