Senior Executive, Graduate Studies

The School of Chemistry, Chemical Engineering and Biotechnology is seeking to hire a Senior Executive to provide support to the Graduate Studies team. The incumbent will be supporting the school to effectively manage the graduate studies and research processes.

Admissions

• Prepare interview logistics and schedule interviews for shortlisted applicants 

• Compile student and supervisor preferences and assist the Associate Chair to assign students to supervisors according to stipulated requirements

• Maintain scholarship files and track application status to ensure updated information is readily available

• Work with admin team to provide logistical support to postgraduate students when they arrive

• Liaise and arrange for orientation programme for postgraduate students (Eg catering, slides preparation, goodie bags & etc)

Examination

• Coordinate with course coordinators to compile all examination requirements and feedback and submit to Central Admin

• Prepare list of examiners and invigilators for the courses offered and submit confirmed list to OAS

• Collate, check and submit examination papers from examiners, ensuring formatting guidelines are met and relevant signatures are obtained prior to submission

• Coordinate in script checking and marks entry

Qualifying examination (QE), thesis submission and oral examination (OE)

• Coordinate on processes for QE, OE and thesis submission

• Work closely with faculty and students to ensure that examiners have been confirmed and approved.

• Coordinate with students and panel members to schedule QE and OE

• Inform panel members and students of the presentation schedule

• Check to ensure all the forms are duly and correctly filled and are submitted in order

• Consolidate forms, oral reports, assessment reports and submit to Central Admin/ Graduate College

• Monitor the progress of Thesis Advisory Committee (TAC) meetings and oversee the QE and OE to ensure smooth running of the Thesis review process

• Ensure timely scholarships renewals

Leave Application (LOA, Conference/training leave)

• Check and ensure that student submit all the necessary supporting document for leave of absence, PG overseas conference leave and training leave

• Process all the leave application and reimbursement promptly

• Create vendor via ServiceNow for new vendor for payment

STP (Exchange/ Non- graduating students)

• Prepare a guideline for student to apply their STP application online

• Work with OGEM and One Stop to process the documents

• Ensure that enrolment letter and SOLAR form are sent out to the student so that they can submit STP application to ICA.

• Create ServiceNow requests for student payment of Research Fees, Application Fees and Miscellaneous Fees

Others

• Perform postgraduate processes in accordance to the policies and guidelines of the University

• Provide support in process alignments within the unit

• Maintain up-to-date postgraduate student records

• Work closely with Students unit for graduation/ hooding ceremony

• Tracking Graduate Assistant Scheme (GAP) hours and submit the report to Office of Admission on annual basis

• Assist TA coordinator in assignment of Teaching Assistants’ duties

• Support the coordination of PG events such as 3MT

• Any other ad-hoc duties or projects assigned

Requirements:

• A bachelor’s degree in any discipline

• Proficient in MS Office

• At least 1 year of prior experience in educational program management is preferred

• Strong ability to communicate (verbal and written skills) effectively with students, faculty, and team members

• Planning and organizing, communication skill, negotiation and influencing skills

• Knowledge of contract management, data analysis, financial management

• Resourceful and independent.

• Ability to work effectively under pressure.

• Proactive and a positive attitude towards work tasks.

• Conscientious team player.

• Assertive and meticulous.

Hiring Institution: NTU