Management Assistant Officer - Eusoff Hall

Updated: 28 days ago
Job Type: FullTime

Management Assistant Officer - Eusoff Hall - 00DH8 



Description

 

FINANCE

Financial Advisory & Management of Student Accounts


  • Liaise closely with Manager and Domestic Bursar on the budget allocation for student committees

  • Liaise closely with JCRC Finance Director on finance related matters and assist him/her in keeping track of students’ various WBS accounts and usage of funding

  • Arrange annual review with RFs and Finance Committee for Committees’ and facilitate Finance Talk for all Committee Heads and Treasurers

  • Take attendance of these talks for filing and auditing purposes

  • Ensure that each committee head and treasurer is given with the latest revision of Hall Finance Guidelines

  • Ensure that Heads and Treasurers of Committees discuss their budget and work plans/activities with JCRC as well as respective RFs prior to Committees’ Budget Defence

  • Process forms submitted by Finance Director for students’ committees reimbursements and claims

  • Ensure all receipts and forms are in order and that claims are submitted in compliance with NUS guidelines

  • After Budget Defence, liaise with Finance Director for final compilation of overall budget for the AY for approval by Master and Domestic Bursar

  • Print summary SAP reports for student committees’ WBS accounts for Master and Domestic Bursar monthly

  • Obtain an official Statement of Accounts from the Finance Director at the end of AY from all committees for closing of WBS
  • Processing of students’ claims and reimbursements


  • Check for accuracy for GLs, Tax Codes and indicate appropriate WBS

  • Check on various funds that student committees are tapping and sure that claims are being charged to the accurate WBS

  • After forms are being checked, they should be given to Manager for verification before forwarding the documents to RF-Advisor for endorsement.

  • After RFs’ endorsements, to pass documents to Domestic Bursar or/and Master for approval

  • All documents will be photocopied and kept for filing and auditing before original copies are despatched to OFS for processing of payment. A tracking form is prepared for OFS to acknowledge documents submitted for processing

  • Ensure invoices for Payment to Suppliers are submitted within 1 month of date of issue. Students are to explain in writing if this deadline is not met

  • Update of all finance tracking forms within the same day of receiving the forms from the Finance Director before processing for internal approval

  • Filing and verifying returned tracking forms from OFS within the same day
  • INVENTORY PROCUREMENT AND MANAGEMENT


  • Advise Finance Committee on procurement guidelines

  • Committee to obtain 3 quotations in writing and to put up summary of quotations

  • Check and verify summary of quotations and ensure all are in order before forwarding to RF Advisor, Domestic Bursar and Master to approve

  • Liaise with relevant staff in-charge of raising PO for procurement of student committees’ inventory

  • Conduct 2 times verification of fixed assets and inventory of student committees – beginning of academic year when the new head of committee takes over and at the end of Semester 2 when the committee cease its activities. 

  • 2 inventory checks are conducted jointly with Hall Auditors, Head of Committees or Committees’ Logistics team, respective JCRC in charge and Hall staff

  • Prior to check, liaise with Hall Auditors on timeslots for checks with various committees as well as review the Hall’s guidelines on inventory checks

  • Conduct physical check, ensure that all inventories are tagged, propose for write-off where applicable

  • Follow up with hall auditors for full report of checks as well as on repair and maintenance of equipment

  • Ensure full report is submitted to hall office on time and forward a copy to Master and RFs

  • Liaise with respective staff for disposal or recycling of approved condemned inventory.
  • FINANCIAL AID / AWARD / SCHOLARSHIP


  • Send call for application for Eusoff Financial Aid at the beginning of each semester – include details of application process, types of awards and eligibility requirements

  • Collate student details and applications

  • Attend to queries over the counter and via email from Eusoffians or parents

  • Coordinate interviews by arranging timeslots for applicants with Eusoff Finance Aid Committee (there are about 20-30 applicants each semester)

  • Consolidate interview summary of each applicants and award matrix based on Financial Aid Committee’s recommendation of ranking

  • Submit applicants’ details to OFA for verification before financial disbursement

  • Send offer or rejection letters to applicants after confirmation of results by the Financial Aid Committee and approval by OFA

  • Collate acceptance of awards from successful applicants

  • Write to OFS for disbursement of financial aid

  • Prepare annual report and thank you letters to donors
  • HALL SECRETARY


  • Perform secretarial and general administrative duties to Master and Hall Office

  • Manage Master’s schedule and meetings
    • maintain, schedule and insert meeting dates and invitations in her calendar
    • Update Master and keep track of her schedule
    • Prepare documents and reports for Master’s meetings


  • Coordinate hall and external meetings

    • Email meeting dates to SCRC and JCRC

    • Liaise with Master, Manager and JCRC President on meeting agenda

    • Cater meals and refreshment if needed

    • Prepare relevant documents for the meeting

    • Prepare venue of meeting

  • Provide administrative support in coordinating hall events and meeting logistics

  • Process Master’s reimbursement via TRAC

  • Submit admin leave for Master’s OCIP trip and stipend allowance

  • Arrange for notices and publicity materials on notice boards around the hall premises

  • Facilitate processing of staff recruitment; arrange interviews

  • Put up requests for access of NUS systems for staff, Master and Resident Fellows

  • Keep track of Master and SCRC’s appointments and remind them of submission of annual review

  • Update SCRC contacts and particulars

  • Assist RFs with annual compilation of their RF portfolios and attendance at hall and student events/activities

  • Liaise with SCRC members for updates on their profile write-up to be uploaded on hall website

  • Manage hall filing system

    • Filing hall documents/letters and retirement of old files

    • Old files to be transferred into boxes for archiving to store room

    • Prior to (b), list must be made and pasted on the boxes for easy identification and retrieval of documents if necessary

    • Create new files for department’s documents

    • Type out list of department files and keep track of these files

  • Disseminate Master’s newsletters and notice to students via email

  • Attend general enquiries from students, parents and public over the counter

  • Prepare hall souvenirs for guests and alumni during special visits

  • Coordinate and execute tasks related to dispatching mails, documents and letters to internal departments and outside NUS

  • Arrange purchase of postage / stamps for letters

  • Arrange for delivery of floral baskets/wreath during relevant occasions
  •  



    Qualifications

     


  • Diploma holder

  • Excellent organizational and interpersonal skills

  • Good command of oral and written English

  • Proficient in MS Office applications

  • Strong initiative with passion to provide excellent customer service to students

  • Team player
  •  


    Job
    : Executive and Administrative
    Primary Location
    : Kent Ridge
    Organization
    : Eusoff Hall
    Schedule
    :  Full-time - Fixed Term (Contract)
     
    Job Posting
    : 31/08/2020, 10:22:06 PM 
    : 



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