Senior Executive, Faculty Ops and Support (Admin)

Job Summary

Provide strategic and comprehensive administrative and secretarial support to the Associate Chair (Faculty) and school management, driving efficient faculty recruitment and appointment processes while enhancing operational workflows and ensuring compliance with university policies.

Responsibilities

Administrative & Executive Support
Provide comprehensive administrative support to the Associate Chair (Faculty), including procurement, claims, travel arrangements, and document submissions to ensure smooth daily operations. Maintain strict confidentiality and exercise sound judgment when handling sensitive and confidential information. Maintain accurate and up-to-date records prepare reports, presentations, and internal communications to support informed leadership decisions.

Committee & Secretariat Support
Coordinate secretariat functions for committees and meetings, including venue booking, agenda preparation, minute-taking, and tracking of follow-up actions to support effective decision-making.

Digitalisation & Process Improvement
Lead and support digitalisation initiatives by streamlining workflows and enhancing service delivery to improve operational efficiency.

Stakeholder Coordination & Compliance
Collaborate with internal stakeholders (Finance, HR, Research Office) and external vendors to resolve compliance and process-related matters, ensuring smooth administrative operations.

Faculty Recruitment & Appointment Support
Support faculty recruitment by conducting data mining and profiling of potential international candidates and maintaining accessible recruitment databases. Liaise with the School's HR and Shared Services teams on faculty appointment, re-appointment, promotion, and tenure processes to ensure timely and compliant execution. Manage end-to-end recruitment logistics, including interview and meeting scheduling, travel arrangements, campus visits, and claims processing to ensure a positive candidate experience

Faculty Documentation & Review
Prepare faculty dossiers for appointment, re-appointment, and promotion committee reviews, ensuring completeness and compliance with university policies. Support the annual faculty appraisal exercise by coordinating timelines and processes to ensure smooth and timely completion.

Outreach & Communications
Develop and maintain faculty recruitment publicity and outreach materials to support school management's engagement efforts.

Additional Duties
Perform other faculty-related and administrative duties as assigned in support of the team's and school's strategic objectives.

Requirements

• Possess Diploma in Business Administration, Education or any related field
• 3-5 years of professional administrative experience, ideally in higher education or research-intensive settings
• Proven track records in supporting leaders and managing complex workflows
• Strong organisational and time management skills with ability to meet deadlines
• Calm under pressure and able to juggle competing priorities
• Excellent interpersonal and written communication skills
• Prior experience working in an Institute of Higher Learning (IHL)
• Proven ability in coordination and organizational work
• Meticulous, with strong attention to detail and comfortable handling a high volume of paperwork

Contract Period: 6 months
Location: Boon Lay / Nanyang Avenue
Mondays to Fridays office hours

EA License No.: 96C4864 (Shanice Lim Xin Ni)

Reg. No.: R22110485