Assistant Manager, Administration

The Assistant Manager, Administration plays a key role in supporting the full spectrum of faculty-related activities within the School of Civil and Environmental Engineering. This position is responsible for the administration of faculty appointments, reappointments, promotions, performance appraisal, and faculty engagement initiatives. 

The incumbent works closely with school leaderships, faculty members and central administrative offices to ensure smooth operations and an excellent faculty experience. In addition, the role provides executive administrative support to the Associate Chair (Faculty) and facilitates the effective execution of faculty-related initiatives.

Key Responsibilities

• Provide operational and administrative support for all faculty affairs functions, including recruitment, appointments, reappointments, promotions, contract renewals, re-employment, and performance appraisal.

• Coordinate and provide secretariat support for faculty committees, including the School Search Committee (SSC). This includes scheduling meetings, preparing agendas and papers, recording minutes, and following up on action items.

• Manage faculty administrative processes and ensure timely submission of documentation in accordance with University policies and timelines.

• Coordinate faculty mentoring programmes, networking initiatives, and engagement activities to support faculty development and integration.

• Handle sensitive and confidential information with discretion, ensuring appropriate communication and timely dissemination of information to relevant stakeholders.

• Provide executive administrative support to the Associate Chair (Faculty) by managing the calendar, scheduling appointments and meetings, coordinating travel arrangements where required, and ensuring effective time management.

• Organise meetings for the Associate Chair (Faculty), prepare meeting materials and monitor follow-up actions.

• Act as a key liaison between the Associate Chair (Faculty), faculty members, University offices, and external stakeholders, ensuring smooth communication and coordination.

• Support the implementation of faculty-related strategic initiatives and contribute to continuous process improvements to enhance operational efficiency and faculty experience.

Requirements

• Bachelor's degree in Business Administration, Human Resource Management, or a related discipline.

• At least 3 years of relevant experience in faculty affairs, executive administration, or a similar administrative role.

• Demonstrated experience in providing executive or administrative support to senior management or C-suite executives.

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

• Strong interpersonal, written, and verbal communication skills, with the ability to engage professionally with stakeholders at all levels.

• High level of discretion and professionalism in handling confidential and sensitive information.

• Proficient in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.

• Meticulous, resourceful, and able to work independently with minimal supervision while contributing effectively as part of a team.

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

Hiring Institution: NTU