Temp Executive / Senior Executive, Student Admin (Postgrad / Undergrad)

The School of Biological Sciences (SBS), part of the College of Science at Nanyang Technological University, was established in 2002 with a mission to advance excellence in biological and biomedical sciences. Our research spans diverse and impactful areas including infectious diseases, immunology, neurodegenerative disorders, telomere biology, and genome function. SBS is home to a vibrant, international community of scientific leaders, researchers, and professionals dedicated to innovation, discovery, and education.

We are seeking a motivated, proactive, and service-oriented Temp Executive / Senior Executive (Student Administration) to support the School's undergraduate or postgraduate academic administration. The successful candidate will contribute to the smooth delivery of academic programmes and a positive student experience, working closely with students, faculty members, programme leads, internal departments, and external partners. Depending on the candidate's experience and the School's operational requirements, the role will have a primary focus on either Postgraduate Student Administration or Undergraduate Student Administration, while supporting broader School-wide academic and administrative initiatives. The role requires strong organisational, communication, and coordination skills, meticulous attention to detail, and the ability to manage multiple priorities independently and effectively in a dynamic academic environment.

The contract will be for a period of 3-month with the possibility of extension.

Position 1: Postgraduate Student Administration

The Senior Executive will support the School in the management and administration of its graduate coursework programmes, specifically the Master of Science in Chinese Medicine (MSCMed). The incumbent will assist in the admission of the three coursework programmes (Master of Science in Chinese Medicine (MSCMed), the Master of Science in Biomedical Data Science (MSBDS) and the Master of Science in BioBusiness and BioEntrepreneurship (MSBBB). The incumbent will be responsible for coordinating academic and operational matters, ensuring smooth delivery of the Master of Science in Chinese Medicine (MSCMed), and providing high-quality support to faculty, students, and external partners. The role requires strong administrative, communication, and coordination skills, and the ability to work independently across multiple stakeholders.

Key Responsibilities:

Programme Administration and Operations

• Manage the day-to-day administration of graduate coursework programmes, including student registration, course enrolment, timetabling, examinations, and graduation matters.

• Maintain accurate and timely programme records, student databases, and documentation in accordance with university policies.

• Coordinate classes and events, ensuring smooth operational and logistical support.

Admissions and Outreach

• Oversee the admissions process, including application review, interview coordination, and offer preparation.

• Support local and regional recruitment and marketing efforts, including information sessions, open houses, and digital campaigns.

• Liaise with the Graduate College, Admissions Office, and other departments on student and admissions-related matters.

Clinical and Industry Coordination

• For MSCMed: Liaise with TCM clinics, hospitals, and supervisors to facilitate clinical training, attachments, and capstone projects; monitor student progress and compliance with requirements.

Financial and Procurement Support

• Assist in programme budgeting, procurement, payment processing, and financial reporting.

• Ensure proper documentation and compliance with NTU’s financial procedures and audit requirements.

Publicity, Events, and Communication

• Maintain and update the programme websites and social media platforms in collaboration with the School’s Marketing team.

• Coordinate seminars, workshops, student orientations, and graduation ceremonies.

• Prepare reports, publicity materials, and communications for internal and external audiences.

Secretariat and General Administration

• Provide secretariat support to programme committees and working groups, including meeting coordination and minute taking.

• Support faculty and external collaborators in programme-related matters.

• Undertake any other duties as assigned by the Manager or School Management.

Position 2: Undergraduate Student Administration

We are looking for a motivated, proactive, and service-oriented Senior Executive (Student Administration) to join our Undergraduate Academic Team. In this role, you will provide administrative support to the Academic Manager and Associate Chair (Academic), contributing to the smooth delivery of undergraduate programmes. You will work closely with students, faculty members, and internal stakeholders to ensure efficient academic administration and an excellent student experience.

Key Responsibilities:

Undergraduate Academic Programme Operations

• Support student course registration matters and attends to students’ enquiries.

• Support class scheduling, faculty coordination, student track selection interviews, Blackboard system, and student communications.

• Administer special course registration (eg. UAEB workshops, Research Experience).

• Process procurement and service requests through the Ariba system.

• Maintain accurate course registration records, timetable databases, documentation of non-teaching hours fall under FYP and Professional internship for reporting.

• Support preparation of timetable updates, maintain accurate students’ database.

• Coordinate logistics for mid-term tests, including venue arrangements and administrative support.

• Schedule lecture recordings and generate class and examination name lists.

• Assist in website maintenance or updates.

Student Communication and Service Support

• Draft and send course registration-related communications, reminders, updates, and follow-up notes.

• Monitor and follow up with students requiring additional support, including those on academic warning, facing programme termination or withdrawal, or with special educational needs.

• Respond professionally to student and faculty enquiries and escalate complex matters when necessary.

• Support a positive student and faculty experience through timely and reliable administrative coordination.

• Support students’ course exemptions and 2nd major programmes enrolment and withdrawal.

• Set up and manage online assignment submission drop boxes.

Executive Support

• Provide administrative and personal assistant support to the Associate Chair (Academic), including calendar management, appointment scheduling, and meeting coordination.

Other Administrative Duties

• Support School-wide initiatives and special projects, such as summer programmes, orientation activities, and other ad hoc assignments as required.

Requirements for both Positions:

• A recognised university degree or polytechnic diploma in any discipline, with 2-5 years of relevant experience in student administration, programme administration, academic operations, higher education, healthcare/life sciences, executive education, or related fields. Entry-level candidates with strong motivation, initiative, and a willingness to learn may also be considered.

• Prior experience in higher education, postgraduate coursework administration, event coordination, industry engagement, or digital marketing will be advantageous.

• Good command of written and spoken English. For Postgraduate Student Administration position, proficiency in Mandarin is required for communication with Chinese-speaking applicants, students, and external partners.

• Strong interpersonal, communication, coordination, and service-oriented skills.

• Excellent organisational and time-management skills, with strong attention to detail and the ability to manage multiple priorities and meet tight deadlines.

• Meticulous, self-motivated, adaptable, and able to work independently as well as collaboratively.

• Proficient in Microsoft Office applications, including Excel, Word, PowerPoint, Outlook, and Microsoft Teams. Familiarity with online communication tools such as Zoom will be an advantage.

• Experience working at NTU or another Institute of Higher Learning (IHL) will be advantageous.

• Familiarity with NTU administrative systems, student administration processes, Blackboard, or Ariba procurement will be an added advantage.

The School of Biological Sciences seeks a diverse and inclusive workforce and is committed to equality of opportunity. We welcome applications from all and recruit on the basis of merit, regardless of age, race, gender, religion, marital status and family responsibilities.

We regret to inform that only shortlisted candidates will be notified.

Hiring Institution: NTU