Manager, Operations, Administration and Outreach (6-month contract), OSS

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 Safety and Security (OSS).
• Financial & Office Administration
• Manage office administration, logistics and day-to-day operations.
• Provide support in all administrative matters to include scheduling of meetings, resources booking
• for meetings, mailing, courier, travel arrangements, expense claims, procurement of stationary, consumables and equipment.
• Assist in processing purchase orders, goods receipt, expenditures, budgets, payments and fixed assets.
• Assist in the preparation of annual budget and necessary reports.
• Liaise with Office of Finance to ensure all payments/invoices reconcile with the purchase orders created, and that all payments are made promptly.
• Assists where necessary in the provision of administrative and secretariat support in the area of formulation and review of SOPs & Safety Doctrines under the purview of the Office of Safety & Security.
• Assists in the provision of administrative & secretariat support for areas of work under the SMU’s Crisis Management Team and the Office of Safety & Security.
• Safety Promotion & Outreach
• Assists in the development of marketing operations & materials for safety training & education programmes.
• Manage the promotion of safety and security outreach to the SMU community via monthly EDMs and Newsletters, including developing the content of the EDMs and Newsletters.
• Manage, develop and maintain updated content for the Office of Safety & Security microsite and any relevant emergency preparedness microsite.
• Support the university's response against vaping and drug use by crafting impactful, targeted communication materials to ensure consistent and timely outreach across the SMU community.
• Secondary Role & Scope
• Programme Management & Coordination:
• Assists in the planning and preparation of the forecast of training programmes conducted under the purview of the Office of Safety & Security.
• Provide effective coordination and management for participants’ pre, during and post programme.
• Interacts and maintains liaison with students, faculty, staff and outside agencies in facilitating programme objectives.
• Assists in the contract and payment administration, coordination and scheduling of external Instructors.
• Maintain proper pre and post programme administration processes (programme EDMs, post course evaluations, course reports) and to recommend refinement / improvements (where applicable).
• Student Travel Safety
• Support the operational planning and implementation of revised university travel safety procedures.
• Manage student travel safety matters in alignment with OSS’ expanded mandate in global safety and risk mitigation.
• Any other duties assigned.

QUALIFICATIONS

• Bachelor's degree in field appropriate to area of assignment and at least two years in administrative, finance, marcomms & programme coordination / management experience.
• Possess strong inter-personal skills and ability to work as part of a team
• Possess strong organizing and coordinating capabilities
• Possess strong analytical skills
• Knowledge of budgeting, procurement and accounting principles
• Experience in using financial management systems software
• Strong proficiency in both verbal and written communication
• Knowledge in marketing & corporate communications
• Experience in programme management & coordination work (preferred)
• Highlight competent in Microsoft Office skills such as Word, Excel & Powerpoint
• Demonstrated abilities in applications such as Adobe Photoshop & Sharepoint (preferred) will be an advantage

Responsibilities

• This position is for Office of Safety and Security (OSS).
• Financial & Office Administration
• Manage office administration, logistics and day-to-day operations.
• Provide support in all administrative matters to include scheduling of meetings, resources booking
• for meetings, mailing, courier, travel arrangements, expense claims, procurement of stationary, consumables and equipment.
• Assist in processing purchase orders, goods receipt, expenditures, budgets, payments and fixed assets.
• Assist in the preparation of annual budget and necessary reports.
• Liaise with Office of Finance to ensure all payments/invoices reconcile with the purchase orders created, and that all payments are made promptly.
• Assists where necessary in the provision of administrative and secretariat support in the area of formulation and review of SOPs & Safety Doctrines under the purview of the Office of Safety & Security.
• Assists in the provision of administrative & secretariat support for areas of work under the SMU’s Crisis Management Team and the Office of Safety & Security.
• Safety Promotion & Outreach
• Assists in the development of marketing operations & materials for safety training & education programmes.
• Manage the promotion of safety and security outreach to the SMU community via monthly EDMs and Newsletters, including developing the content of the EDMs and Newsletters.
• Manage, develop and maintain updated content for the Office of Safety & Security microsite and any relevant emergency preparedness microsite.
• Support the university's response against vaping and drug use by crafting impactful, targeted communication materials to ensure consistent and timely outreach across the SMU community.
• Secondary Role & Scope
• Programme Management & Coordination:
• Assists in the planning and preparation of the forecast of training programmes conducted under the purview of the Office of Safety & Security.
• Provide effective coordination and management for participants’ pre, during and post programme.
• Interacts and maintains liaison with students, faculty, staff and outside agencies in facilitating programme objectives.
• Assists in the contract and payment administration, coordination and scheduling of external Instructors.
• Maintain proper pre and post programme administration processes (programme EDMs, post course evaluations, course reports) and to recommend refinement / improvements (where applicable).
• Student Travel Safety
• Support the operational planning and implementation of revised university travel safety procedures.
• Manage student travel safety matters in alignment with OSS’ expanded mandate in global safety and risk mitigation.
• Any other duties assigned.