Job Description

Primary: 
•    Secretary to HoD, providing full administrative and secretariat support to HoD. 
•    Administrator for Faculty staff Annual Reviews, managing matters pertaining to (Appointment, Promotion & Tenure).
•    Administrator for Peer Review (online system which is required for faculty re-appointments, P&T and MTAR). Work with HoD to nominate Department Evaluation Committee (DEC).
•    Administer the Department general email account (ECE Dept Secretary), disseminate emails to all staffs, filter/redirect important emails to the relevant staff.    
•    Administrator for Campus Visits (for new recruits).
•    Coordinating agenda items/arranging meetings which includes; 
-    Department’s Management Committee (DMC) meeting 
-    Department Meeting / Retreat / other ad-hoc Department events 
-    Department Industry Advisory Boards (IAB) Meetings (with industry personnel)

Secondary: 
•    Maintain / updating staff movement for all ECE staff 
•    Maintain / updating email distribution list 
•    Updating general office organisation chart, dept committees/taskforces, job duties of admin, staff directory in ECE intranet/website, etc. 
•    Schedule and collate papers for the Dept Faculty Meetings 
•    Arrange for academic staff room, issuing of room keys, housekeeping of key box list for labs and staff room, coordinate name plate for new staff, etc.  
•    Create, update and assign mailboxes in the dept mailing room for labs, staff.
•    Update liability clearance for Academic (Faculty), Non-Academic staff.
•    Exam related matters: Exam question safekeeping, exam script check, etc.
•    Facilities Coordinator - to handle any request for new equipment purchases in ECE General Office.
•    Other administrative tasks / ad-hoc duties upon request.

Qualifications

•    A recognised University degree
•    Relevant working experience with significant exposure in a similar capacity, preferably in tertiary institutions
•    Possess good time management skills and be proactive in problem-solving
•    Independent, meticulous, good interpersonal skills
•    Committed, willingness to learn, able to multi-task 
•    Proficient in Microsoft Office applications

More Information

Location: Kent Ridge Campus

Organization: College of Design and Engineering

Department : Electrical and Computer Engineering

Employee Referral Eligible: No

Job requisition ID : 28039