Job Description

To provide comprehensive and timely administrative support for the Department of Civil and Environmental Engineering (CEE)’s graduate research programmes, ensuring the smooth management of PhD student admissions, qualifying examinations, candidature matters, milestone seminars and orientation, while supporting departmental research seminars and academic events. The role serves as a key administrative interface among students, academic staff and University offices, ensuring compliance with University policies, accurate records and a positive student and stakeholder experience.

Duties & Responsibilities

Administration of Non-Exchange, Non-Graduating PhD Student Applications
•    Manage the end-to-end processing of applications for Non-Graduating, Non-Exchange (NGNE) PhD students.
•    Review application documents for completeness and compliance with University and Faculty requirements.
•    Liaise with applicants, supervisors, departments and relevant University offices to facilitate admissions and enrolment.
•    Maintain accurate student records and ensure timely processing of applications.

Administration of PhD Qualifying Examinations
•    Coordinate the administration of PhD Qualifying Examinations throughout the candidature.
•    Comprehensive Qualifying Examination (CQE)
•    Arrange examination schedules and logistics.
•    Coordinate the appointment of examiners.
•    Prepare examination documents and communicate examination requirements to students and faculty.
•    Process examination outcomes and maintain accurate records.

Oral Qualifying Examination (OQE)
•    Coordinate examination schedules with students, supervisors and examiners.
•    Arrange venues and logistics.
•    Prepare examination documentation and process examination results.
•    Ensure compliance with University policies and timelines.

PhD Student Administration and Candidature Management
•    Administer matters relating to PhD student candidature, including leave applications, reimbursement claims and student records.
•    Coordinate the Graduate Assistantship Programme (GAP), including appointments, workload tracking and record management.
•    Administer Teaching Assistant (TA) appointments, assignments and related documentation.
•    Provide administrative support and advice to students and academic staff on candidature matters, policies and procedures.
•    Handle student enquiries and coordinate with internal stakeholders to ensure smooth administration throughout the candidature.

Administration of PhD Milestone Seminars
•    Coordinate the First and Second PhD Seminar presentations.
•    Schedule seminar sessions and liaise with students and supervisors.
•    Arrange venues, prepare seminar documentation and communicate schedules.
•    Record seminar outcomes and ensure timely completion of milestone requirements.

Coordination of the Woh Hup Lecture Series
•    Coordinate the planning and execution of the Woh Hup Lecture Series.
•    Arrange speaker invitations, venue bookings and event logistics.
•    Coordinate catering, registration and attendee management.
•    Prepare and disseminate publicity materials, including event flyers and announcements.
•    Liaise with internal and external stakeholders to ensure successful event delivery.

Research Seminars and Academic Events
•    Provide administrative support for departmental research seminars, workshops and academic events.
•    Coordinate event logistics, venue bookings, speaker arrangements and registrations.
•    Prepare publicity materials and manage event communications.
•    Support on-site event operations and post-event administrative follow-up.

Coordination of Graduate Research Student Orientation
•    Plan and coordinate orientation programmes for newly admitted graduate research students.
•    Organise orientation schedules, venue bookings and event logistics.
•    Prepare orientation materials, presentation slides and information packs.
•    Liaise with academic staff, administrative offices and student speakers to coordinate programme delivery.
•    Conduct orientation briefings to familiarise new students with University policies, candidature requirements, administrative procedures and available support services.
•    Manage registration, attendance and post-orientation follow-up.
•    Review and enhance orientation content to improve the onboarding experience for new students.

General Administrative Support
•    Prepare reports, statistics and documentation related to graduate research programmes.
•    Maintain accurate records and databases.
•    Review and streamline administrative processes to improve operational efficiency.
•    Undertake other duties, projects and ad hoc assignments as assigned by the Department.

Job Requirements

•    At least a bachelor’s degree with experience in relevant field. 
•    Meticulous and possess strong organisational skills. 
•    Strong follow-through on work matters. 
•    Values teamwork and able to work independently.  
•    At least 1-2 years of relevant work experience. 
•    Good written and spoken communication.
•    Good with Microsoft office, 354 co-pilot, CANVA tools. 
•    Open to fixed-term contract.