Job Description
Effective Administration of Postgraduate programmes such as Master of Dental Surgery and Graduate Diploma Programmes which will include:
Curriculum Planning and Execution
- Assist in the planning of timetable by liaising with the respective Programme Directors and teaching staff
- Assist to secure venue for teaching activities
- Support the respective programme committees in coordination and preparation of materials for meetings, arrangement of refreshments and to take minutes of meetings
- Compile students’ continual assessment in a timely manner
MDS Admissions
- Help to compile Applications and send to Selection Committee prior to the Admission Interviews
- Onsite administrative and operational support to ensure smooth execution of admission interviews
Examination Planning and Execution
- Support in the coordination and communication with students, examiners and clinical support staff
- Support in the coordination and arrangement for logistical requirements such venue booking and set-up, and catering arrangements during the exams;
- Onsite administrative and operational support to ensure smooth execution of examinations
Matriculation and Orientation
- Prepare orientation kits together with Programme Directors for Incoming Residents
- Provide administrative and logistical support during matriculation and orientation including communications with incoming residents; venue booking and set-up as well as catering arrangements
Finance and Administrative Matters
- Process claims by Part-time teaching staff in a timely manner
- Initiate and process Appointments for Adjunct/Part Time Teaching Staff
- Maintain proper and up to date records of teaching hours for Full time, Adjunct, CFS, Part Time teaching staff so that the teaching hour data can be provided to HR/Finance as and when required.
Continuing Dental Education (CDE) Programmes
- Assist in the organization and execution of CDE programmes, conferences and symposiums (usually held on weekends)
- Registration of CDE events on Singapore Dental Council website and uploading of CDE points for participants
Other Admin Duties
- Minute taking (rotational roster)
- Support events organised by the Faculty (e.g. Commencement, PG Welcome Tea, FOD Awards Day)
- Requisition of Parking Coupons for Adjunct/Part Time Teaching staff on a termly basis
- In charge of collating the required data for Teaching Feedback exercise conducted by NUS on a semester basis and completing Data Preparation via the Feedback System
- Manage allocation of Student lockers
- Manage access rights to areas in NUCOHS for incoming and current students
- Any other duties as assigned by Supervisor to respond to changing needs/demands of Graduate Studies Office
Qualifications
- Diploma holder or other appropriate qualifications, preferably with working experience in the education industry
- Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook)
- Proactive individual with a positive work attitude
- Able to work independently
- Team player with good interpersonal and communications skills to interact with staff of all levels
- Meticulous with great attention to details, self-driven and task oriented, responsive, organised and adaptable to changes
- Ability to multi-task and work under pressure
- Willing to work on weekends (only when required)
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