Assistant Manager, Undergraduate Full-time

Academic Office Assistant

The School of Chemistry, Chemical Engineering and Biotechnology, CCEB (Undergraduate) Academic Office is looking for a responsible and performance-driven individual, with a can-do spirit, to join them in supporting its mission in developing and grooming young talents, who will be equipped with the competitive edge to be the leaders of the future in solving real-world multidisciplinary issues.

The candidate works in a team responsible for all undergraduate academic matters. He/She will work with different stakeholders for the smooth delivery of academic related services (curriculum management, course registration, assessment matters etc) to enhance student's learning journey. The candidate must be a team player who possess excellent time management skills and is meticulous. He/She should also be able perform well in a demanding and fast-paced environment and enjoys learning new skills and open to changing responsibilities, to meet the team's changing needs. He/She must also have excellent communication skills and be prepared to take on supervisory duties.

Responsibilities

• Curriculum Management
• Curriculum Design and Review: Develop and revise the curriculum to ensure it meets academic standards and industry needs.
• Program Assessment: Monitor and assess the effectiveness of the curriculum through various methods, including student evaluations, feedback from employers, and academic performance metrics. Implement changes based on this assessment to improve program quality.
• Semester Timetabling and Course Registration
• Schedule Creation: Ensure that all courses are scheduled in a way that maximizes resource use and minimizes conflicts.
• Course Registration: Manage the course registration process for students, including the setup of online registration systems, troubleshooting registration issues, and ensuring that prerequisites and other requirements are met.
• Examination Matters
• Exam Scheduling: Plan and schedule exams avoiding any conflicts for students.
• Exam Administration: Oversee the administration of exams, including the preparation and distribution of exam papers, monitoring of exam conditions, and ensuring compliance with academic integrity policies.
• Grading and Results: Manage the collection, processing, and recording of exam results. Ensure that grading policies are followed and that results are communicated to students in a timely manner.
• Internship and Exchange Coordination
• Internship and Exchange Programme: Work with different NTU units to secure opportunities and ensure students meet their academic requirements.
• FYP/IRP/URECA Matters: Administer the complete cycle for Final Year Projects (FYP), Independent Research Projects (IRP), and Undergraduate Research Experience on Campus (URECA) programmes, from proposals submission, allocation to assessment.
• Maintain Website Content
• Content Updates: Regularly update the department or programme website with current information, including course offerings, schedules, and news. Ensure that the website reflects any changes to policies or procedures.
• User Experience: Ensure that the website is user-friendly, accessible, and provides relevant information to students, faculty, and prospective students.
• Process LOA, Exemption, Readmission
• Leave of Absence (LOA): Manage requests for leave of absence from students, including reviewing applications, ensuring compliance with university policies, and processing approvals.
• Exemptions: Process requests for course exemptions and reinstatements, including reviewing academic records and supporting documentation to determine eligibility and make appropriate decisions.
• Readmission: Support management in the review of appeals and processing of necessary paperwork.
• Student Feedback Matters
• Feedback Collection: Develop and administer surveys and other tools to gather feedback from students regarding their academic experiences, courses, and faculty.
• Analysis and Reporting: Analyze feedback data to identify trends and areas for improvement. Prepare reports for faculty and administration to inform decision-making.
• Action Planning: Work with faculty and staff to develop and implement action plans based on student feedback to enhance the quality of education and student experience.
• Maintain Proper Documentation, Archival, and Updates of UG Materials
• Documentation Management: Ensure that all undergraduate program materials, such as study plans, syllabi, and course descriptions, are up-to-date and accurately reflect current academic offerings and policies.
• Archiving: Implement and maintain systems for archiving historical academic materials and records, ensuring they are accessible for reference and compliance purposes.
• Regular Updates: Continuously review and update documentation to reflect changes in curriculum, policies, and procedures, ensuring that all materials are current and accurate.
• Other duties
• Support management in achieving necessary accreditation for our programme.
• Work on initiatives with the aim of improving current processes.
• Supervise and motivate assigned staff (if applicable).
• Handle any secretarial duties.
• Any other duties/projects assigned by RO.

Requirements:

• A higher degree, in any discipline.
• At least 2 years experience in administrative and operations roles.
• Proficient in Microsoft 365 applications.
• Strong verbal and written communication skills to effectively engage stakeholders, fostering a collaborative environment and building positive relationships to achieve shared objectives.
• Task oriented and ability to manage tight deadlines.
• Proactive and a positive attitude towards all work assignment.
• Possess strong analytical skills to identify issues, evaluate options, and implement solutions effectively.
• Flexible and adaptable to navigate the fast-changing education landscape.
• Good planning and organizational skills.
• Ability to work effectively under pressure.
• Dedicated team player committed to prioritizing both team and organizational needs.
• Passion for continuous learning, with a tenacious approach to identifying and addressing operational gaps.

We regret to inform that only shortlisted candidates will be notified.

Hiring Institution: NTU