Administrative Assistants (Administration & Office Support) The Senior Executive, Academic Affairs is responsible for the logistical and administrative functions to ensure smooth running of the programs he/she is responsible for. Reporting to the Program Manager, this role works in close collaboration within and outside of the Academic Affairs team, creating positive experience for all stakeholders. Job responsibilities: 1. Course Scheduling: a) Prepare approved program schedules in the class scheduling system used in ESSEC: system entry, classroom booking, maintaining and communicating changes 2. Students-related: a) Supervision of program – including induction, student attendance monitoring & communication, examination coordination & communication, grades data-entry, and relaying general student announcements b) Maintain students' records 3. Support teaching staff: a) Program-related support for Professors / external lecturers, including contractual documentation 4. Curriculum-related events: Study Trip/Orientation/Seminars/Workshop/Program-specific events a) Under the guidance of the Program Manager, coordinate and execute the planned activities, and setup of venue, to ensure smooth logistical and administrative arrangements. b) Where required, source for vendors and confirm bookings, respecting finance processes c) Assist in travel claims/reimbursement/payment d) Where necessary, to join Study Trips 5. Finance process for program expenses: a) Consolidate and update program expenses, where relevant b) Raise program related purchase requests on procurement system 6. Other program-related support: a) Set up/Coordinate Teleconference / virtual meetings with counterparts in Singapore or other global campuses, collaboration with International IT Department b) Minutes-taking, filing, general house-keeping of stationeries c) Preparing / updating deck presentations This is a non-exhaustive list of duties and can evolve with time or as assigned by the Reporting Officer(s). Position Requirement: a) Fluent skills with student affairs management, support role b) Meticulous, well-organised and with good time management skills in adapting to a fast-paced and innovative environment c) A mature candidate who is a good team player with the ability to work both independently and collaboratively d) Proficient in MS office applications e) Experience in coordinating study trip, workshops, events and seminars is a plus f) Experience in leveraging on Google Tools: Managing Google Agenda and other Google Functions is a plus g) Basic knowledge of Moodle and Celcat will be a plus h) Ability to make preliminary decision with proposals. i) Ability to review/negotiate simple payment contracts with External vendors Qualifications: a) Possess Diploma/Degree qualification b) At least 2 years' experience in Program Administration and Coordination Role in Higher Education Industry Contacts: The Job incumbent will work in close collaboration within and outside of the Academic Affairs team, creating positive experience for all stakeholders. Working environment and Pace: The job incumbent will need to work independently in a fast paced and dynamic work environment. Some level of flexibility and agility is required. Terms of Employment: The working hours will be Weekdays (Mondays to Fridays) and working time is either 8am to 5pm or 9am to 6pm or 10am to 7pm. Occasionally, it may be necessary to work beyond the prescribed normal working hours due to the nature of work and the level of responsibilities. Your application will include the following questions: Which of the following statements best describes your right to work in Singapore? What's your expected monthly basic salary? How would you rate your English language skills? ESSEC Business School Education & Training Founded in 1907 in Paris, ESSEC Business School is a centre of academic excellence underpinned by its faculty's research and an array of highly ranked undergraduate, graduate, doctoral, and executive education programs (Master in Management #5 FT 2023 Worldwide, Master in Finance #3 FT 2023 Worldwide, Executive Education Customised Program #10 FT 2023 Worldwide). The school is 9th on the list of best European Business Schools. ESSEC Asia-Pacific opened its doors in Singapore in 2005. The state-of-the-art campus located in the One-North innovation hub welcomes about 1,000 students and professionals globally each year. The campus offers undergraduate (Global BBA), graduate (Master in Management, Specialized Masters) and Executive Education (Executive MBA, Custom, Open Enrolment) programs. The campus has sustained growth in local talent of faculty, staff, students, and alumni, and serves as the Asia-Pacific regional hub developing and expanding our network of academic and corporate partnerships in and around the region. Founded in 1907 in Paris, ESSEC Business School is a centre of academic excellence underpinned by its faculty's research and an array of highly ranked undergraduate, graduate, doctoral, and executive education programs (Master in Management #5 FT 2023 Worldwide, Master in Finance #3 FT 2023 Worldwide, Executive Education Customised Program #10 FT 2023 Worldwide). The school is 9th on the list of best European Business Schools. ESSEC Asia-Pacific opened its doors in Singapore in 2005. The state-of-the-art campus located in the One-North innovation hub welcomes about 1,000 students and professionals globally each year. The campus offers undergraduate (Global BBA), graduate (Master in Management, Specialized Masters) and Executive Education (Executive MBA, Custom, Open Enrolment) programs. The campus has sustained growth in local talent of faculty, staff, students, and alumni, and serves as the Asia-Pacific regional hub developing and expanding our network of academic and corporate partnerships in and around the region. Don't provide your bank or credit card details when applying for jobs. Researching careers? Find all the information and tips you need on career advice. #J-18808-Ljbffr
