Job Description

Key Responsibilities
To manage the ME UG Team and oversee the following processes/portfolios for the Mechanical Engineering Programme, Robotics and Machine Intelligence Programme and Engineering Science Programme:

1. Academic and Student Administration
•  Manage undergraduate programme operations for the full student lifecycle from course registration to examination.
•  Prepare and manage curriculum changes, including the submission of academic papers, and proposals on the Curriculum Management System (CMS).
•  Maintain accurate and updated website information relating to academic programmes and curriculum matters.

2. Examinations and Assessments
•  Handle the entire examination processes including examination results processing, and reports preparation for various examination meetings. 

3.  Student Support and Welfare
•   Advise and support students regarding academic progression, probation/dismissal intervention, curriculum planning, and mental wellbeing, in collaboration with faculty and university student support units.
•   Handle complex academic appeals and curriculum planning support requests.

4.  External Relations and Programme Management
•   Oversee the special programmes such as Student Exchange Programme (SEP), NUS Overseas College (NOC) and Accelerated Pathway Programmes.
•   Liaise with local and overseas partners for articulation agreements and collaborative exchange initiatives.

5.  Scholarship, Awards, and Donor Liaison
•    Manage the full scholarship and awards process from nominations to disbursement, and engagement with donors and financial aid offices.

6.   Accreditation (EAB) Support
•    Manage and support the full accreditation processes from collation of course materials to student feedback.
•    Organize and prepare documentation for Engineering Accreditation Board (EAB) reviews and meetings.

7.   Event Logistics and Academic Briefings
•    Plan, organize, and oversee major academic events including student welcome sessions, information sessions, and student briefings.
•    Manage event scheduling, logistical planning, and preparation of event materials.
•    Organize catering and the procurement of collaterals for events.

8.   Payments and Financial Processing
•    Manage payment processes through the Ariba system for events, faculty honoraria, external programmes, and vendor invoices.
•    Oversee graduate tutors' payment processing and ensure timely submission and reconciliation of financial claims.
•    Process invoices and financial documentation related to academic operations and departmental activities.

9.   Faculty and Academic Operations Support
•    Manage the appointment processes for adjunct, honorary, and emeritus faculty.
•    Support academic committees (AAC, DMC) through meeting documentation and operational tracking.
•    Provide administrative and academic support services to all academic staff.

10. Process Improvement and Reporting
•    Lead departmental process alignment and workflow enhancements through the study of university policies and implementation of automation tools such as Power Automate and Microsoft Forms.

11. Other Duties
•    Perform any other duties as assigned by the supervisor to support departmental needs.

Qualifications

• Bachelor’s degree in any discipline.
• At least 5 years of working experience in higher education settings.
• Prior managerial or supervisory experience preferred.
• Strong organizational and multitasking abilities across academic workflows.
• Proficiency in academic systems such as the Curriculum Management System (CMS), SharePoint, PeopleSoft, and Ariba.
• Strong knowledge of Microsoft Office applications, including Excel, PowerPoint, and Word.
• Familiarity with workflow automation tools is an advantage.
• Excellent interpersonal and stakeholder management skills.
• Flexibility to adapt to evolving departmental needs and work collaboratively across departments.
• Commitment to maintaining high standards in student support, academic operations, and service excellence.

More Information

Location: Kent Ridge Campus

Organization: College of Design and Engineering

Department : Mechanical Engineering

Employee Referral Eligible:

Job requisition ID : 28740