Management Assistant Officer, Graduate Studies, Faculty of Dentistry

Updated: 15 days ago
Location: Kent Ridge,

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

  • 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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