Administrative Executive (10-month contract), OAFA

Description

COMPANY DESCRIPTION

Singapore Management University is a place where high-level professionalism blends together with a healthy informality. The 'family-like' atmosphere among the SMU community fosters a culture where employees work, plan, organise and play together – building a strong collegiality and morale within the university.

Our commitment to attract and retain talent is ongoing. We offer attractive benefits and welfare, competitive compensation packages, and generous professional development opportunities – all to meet the work-life needs of our staff. No wonder, then, that SMU continues to be given numerous awards and recognition for its human resource excellence.

RESPONSIBILITIES

• This position is for Office of Admissions and Financial Assistance (OAFA).
• Award Administration, Engagement & System Support
• Administer student awards by tracking nominations, scheduling interviews, preparing approval documents, and ensuring accurate record-keeping.
• Manage applications via ISIS, verify supporting documents, and provide timely updates to students.
• Liaise with school administrators and faculty for clarifications and notify students of award outcomes.
• Coordinate with the stewardship team to ensure award criteria and selection guidelines align with donor intentions and university policies.
• Monitor key dates such as nomination periods and selection deadlines.
• Maintain and update award management systems and workflows, providing feedback to improve usability and efficiency.
• Ensure all award processes comply with university guidelines and donor requirements.
• Procurement, Event Logistics & Operational Support
• Coordinate student award trophies, including reviewing vendor artwork and obtaining supervisor confirmation.
• Support event logistics by coordinating the administration of trophies with the university’s event team for award-related functions.
• Perform other related tasks assigned by supervisors to support team operations, including assisting with projects, cross-functional initiatives, and adapting to evolving departmental needs.
• Provide support for financial aid schemes as needed, including:
• Work Study Grants
• Emergency Grants
• MOE Study Loan
• MOE Overseas Student Programme Loan
• Tuition Grant Subsidy Extension
• Scholarships
• HOMES (Government Bursary)
• Touch Points (Mailbox, Phone enquiries, and Walk-ins)
• Other duties as assigned.

QUALIFICATIONS

• Diploma or Degree in Business Administration, Accounting, Information Systems, or a related field.
• Prior experience in administrative, finance, or student services roles is an advantage.
• Assist in managing applications submitted through the university’s online student portal, including verifying completeness and accuracy of supporting documents.
• Basic understanding of financial or IT processes relevant to award administration is beneficial.
• Knowledge
• Understanding of administrative and financial workflows.
• Familiarity with university policies and donor requirements related to student awards (preferred but not required).
• Basic knowledge of procurement procedures and event coordination.
• Skills
• Proficiency in Microsoft Office (Excel, Word, Outlook).
• Strong administrative and organisational skills.
• Effective written and verbal communication.
• Ability to manage multiple tasks and meet deadlines.
• Attention to detail in reviewing documents and maintaining records.
• .Competency
• Team-oriented with good interpersonal skills.
• Customer service mindset when interacting with students and stakeholders.
• Adaptability to changing processes and systems.
• Integrity and discretion in handling confidential information.

Responsibilities

• This position is for Office of Admissions and Financial Assistance (OAFA).
• Award Administration, Engagement & System Support
• Administer student awards by tracking nominations, scheduling interviews, preparing approval documents, and ensuring accurate record-keeping.
• Manage applications via ISIS, verify supporting documents, and provide timely updates to students.
• Liaise with school administrators and faculty for clarifications and notify students of award outcomes.
• Coordinate with the stewardship team to ensure award criteria and selection guidelines align with donor intentions and university policies.
• Monitor key dates such as nomination periods and selection deadlines.
• Maintain and update award management systems and workflows, providing feedback to improve usability and efficiency.
• Ensure all award processes comply with university guidelines and donor requirements.
• Procurement, Event Logistics & Operational Support
• Coordinate student award trophies, including reviewing vendor artwork and obtaining supervisor confirmation.
• Support event logistics by coordinating the administration of trophies with the university’s event team for award-related functions.
• Perform other related tasks assigned by supervisors to support team operations, including assisting with projects, cross-functional initiatives, and adapting to evolving departmental needs.
• Provide support for financial aid schemes as needed, including:
• Work Study Grants
• Emergency Grants
• MOE Study Loan
• MOE Overseas Student Programme Loan
• Tuition Grant Subsidy Extension
• Scholarships
• HOMES (Government Bursary)
• Touch Points (Mailbox, Phone enquiries, and Walk-ins)
• Other duties as assigned.