Job Description

Academic Programmes Administration

• Manage and coordinate the department’s 3+1+1 (Type 2) (“311”) programmes
• Coordinate with partner universities, Deputy Heads, and OUR on 311 student nominations and admissions into the NUS non-graduating programme. Support admission assessments and results reviews, manage submissions, and ensure accuracy of student records and data.
• Manage enrolment of 311 programme students in NUS courses, including the Final Year Project (FYP). Monitor student status and progression, track academic performance, and assess eligibility for graduation.
• Provide administrative support for student inquiries related to coursework, enrolments, assessments, candidature, and other student matters.
• Work closely with colleagues handling MSc admissions to ensure timely communication and smooth execution of the admissions process for 311 students.
• Collate and analyse data related to the 3+1+1 (Type 2) programme, including admissions, enrolment, and student performance, and prepare reports for the Deputy Head (Graduate Programmes) to support programme monitoring and decision-making.
• Coordinate, plan, and schedule class and examination timetables in consultation with course lecturers, relevant NUS units, and OUR to ensure timely and accurate dissemination of timetabling information.
• Oversee examination and continuous assessment (CA) processes, ensuring integrity and confidentiality in all activities. This includes liaising with relevant NUS units, teaching faculty, and staff to coordinate exam preparation, logistics, invigilation, secure handling of scripts, script checking, and other related administrative tasks.
• Identify areas for process improvement and recommend changes to enhance service delivery.
• Act as a liaison between faculty, students, academic committees, other NUS units and external partners.

Other matters

• Support programme budgeting and finance processes, including tracking budgets for self-funded programmes and managing payments to staff and students for teaching activities (e.g. via NSWS, eRFP, OPWN, Contract for Service (CFS), etc)
• Manage budget tracking and reporting, and administer disbursement of department bursaries and scholarships. Responsibilities include liaising with OFA, department committees, and students; shortlisting applicants; coordinating interviews; issuing offer letters; and preparing giving reports for the department, college, and donors.
• Support department events targeting key student milestones such as freshmen welcome, commencement activities, and other engagements for students. Responsibilities include coordinating logistics, liaising with internal and external stakeholders, preparing event materials, managing registration and attendance, and ensuring smooth on-site execution to enhance student experience and foster a sense of belonging.
• Provide secretarial support for meetings, including scheduling, preparing materials, recording minutes, and following up on decisions and action items.
• Attend to walk-in enquiries at the department office as needed.
• Handle other ad-hoc administrative matters as assigned by the department or reporting manager.

Qualifications

• Degree holder, with two to three years of working experience.
• Proficiency in using administrative software and tools, with a willingness to learn and adopt new technologies as needed
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks and deadlines.
• Good communication and interpersonal skills to engage effectively with stakeholders.

More Information

Location: Kent Ridge Campus

Organization: College of Design and Engineering

Department : Mechanical Engineering

Employee Referral Eligible:

Job requisition ID : 28917