Management & Support Openings

(For Degree/Polytechnic Diploma Holders/GCE 'A', 'O', 'N' Level and ITE General Certificate holders)

School of Humanities and Social Sciences
Temporary Officer
(Undergraduate Office) 

The candidate will provide administrative, secretarial and clerical support to the following areas in the School:  

School of Civil and Environmental Engineering
Executive Officer

You will report to the Administration Manager and assist her in the planning, organization and coordination of outreach activities, events and conferences as well as the general administration of the School. You are expected to provide secretarial support to various committees including preparation of meetings, minutes and documentation. The position is offered on a tow-year renewable contract with an opportunity for conversion to permanent position depending on performance.

Requirements:

• A good Polytechnic diploma, preferably with at least 2 years of relevant working experience
• Organised, meticulous and self-motivated
• Strong interpersonal and communication (both written and oral) skills
• Ability to multitask and work independently
• Good team player
• Proficient in Microsoft Office Applications 

Advanced Environmental Biotechnology Centre
Executive Assistant

The individual will need to be able to work in a multi-disciplinary, multi-cultural environment to support the team in co-ordinating and facilitating general administrative functions relating to the centre. Responsibilities will include answering enquiries for the centre; coordinating and notification of meetings, seminars, workshops, events; maintaining records of center activities and projects; tracking of KPIs and budgets; maintaining databases of safety information and general staff and student records, and arranging for centre publicity material, including brochures, website and media as appropriate. 

Requirements:

• Diploma with at least 2 years of relevant working experience
• Good organizational and interpersonal skills are essential
• Applicants must have excellent English communication skills
• A good team player, yet able to work independently under minimal supervision
• Able to multi-task and work effectively with staff and faculty at all levels
• Proficient in MS Office applications and able to handle databases
• A background in Biology will be advantageous

Office of International Affairs
Secretary

Responsibilities:

Office of Academic Services

Executive Officer

 Office of Facilities Planning and Management
Campus Security Division
Senior Operations Officer

 Duties and Responsibulites:

You will lead the Assistant Operations Officers and Campus Wardens and take direct charge of security operations. You will report to the Assistant Director (Security) and be responsible for the division’s security operations which include security audit, patrol schedule, manpower deployment, incident investigations and executive protection.

Requirements :

• A Polytechnic Diploma in security related fields or equivalent.
• More than 5 years of relevant experience in security or related industry with focus on crime investigations.
• Mature, self-motivated, dynamic with strong interpersonal communication and leadership skills.
• NSRS/WSQ Security Certified or Exempted by SIRD.
• Possession of Class 2/3 driving licence will be an advantage.
• Able to work on weekends and public holidays when required.

Nanyang Innovation & Enterprise Office
Secretary

Responsibilities:

• Responsible for managing calendars, interaction with both internal and external executives and assistants to coordinate executive meetings.
  
• Serve as operational liaison for all positions reporting to the director. Provide administrative support, which includes organization of office, filing, correspondence, copying, etc.
  
• Communicate and handle incoming and outgoing communications on behalf of the director.
  
• Review and summarize reports and documents; prepare background documents and outgoing mail as necessary.
  
• Assist director with preparation of presentation materials. 
  
• Assisting the director in planning and implementing projects towards achieving goals and missions of the unit.
  
• Prioritize and manage multiple projects, and follow through on issues in a timely manner.
  
• Arrange travel reservations and schedules for director and his team, as needed.
  
• Plan and organize networking events.

Requirements:

• Polytechnic Diploma with more than 8 years experience supporting management levels as a Personal Assistant.
• Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook.
• Excellent management and organizational skills
• Excellent interpersonal & communication skills
• Good command of written and spoken English
  

Executive Officer
(Technology Development)

The position will support the Technology Development Division in grant management and administration.

Responsibilities:

• Support the NRF Proof-of-Concept funding process
• support call for proposals in accordance to POC process
• collate grant submissions for panel evaluation.
• arrange review meetings for shortlisted applicants
• collate the submission of presentations.
• track grant expenditures and ensure that grant conditions and reporting requirements are met.
  
• Manage calendars to coordinate executive meetings.
  
• Provide administrative support, which includes filing, correspondence, copying, etc.
  
• Provide support to research information and collate data and assist with preparation of presentation materials.  
  
• Plan events for promoting networking gatherings and facilitate organization of workshop

Requirements:

• A polytechnic Diploma or 'A' level qualifications
• More than 2 years experience in management support functions
• Good knowledge of MS Office, including Word, Excel, PowerPoint and Outlook with experience in assisting management with creating PowerPoint presentations
• Good interpersonal and communication skills
• Good command of spoken and written English
• Meticulous, systematic and organized

NTU Libraries
Support Staff - Executive Officer
4 positions

The majority of staff at NTU Libraries are not professional librarians but staff at various levels who support the professional staff in their work, ensuring routine processes are completed, interacting with users, and supervising casual and junior staff, including a large number of student assistants.  This type of work can provide both a rewarding and stable career and a conducive work environment.
NTU library currently has support staff vacancies in the following Divisions/Departments.

A. Polytechnic diploma holders only:
New Media Group (1 position)
Duties:

• Support Blogs@NTU to ensure that the WordPress platform is robust and secure
• Assist users to create and customise social media sites and to integrate common social media tools
• Provide basic training and assistance to blog users
• Assist librarians in project work, particularly in relation to improvements in services
• Preferably have some experience in website design and weblog technologies  such as html5, css, javascript and WordPress
• Perform office administrative work
• Perform common library duties such as manning of library services desk/loan counter during after-office-hour shifts

General Requirements:

• A polytechnic diploma, preferably in a relevant field
• 1-5 years work experience, with some supervisory experience
• Service oriented, with a pleasant disposition and able to interact with a range of library users
• Sound interpersonal, liaison and communication skills
• Able to work well in a team
• Sound basic computer skills
• Ability to work independently

Asian Communication Resource Centre (1 position)
Duties:
In a small, specialist library setting,

• Manage routine service desk operations, including occasional rostered after hours duties
• Manage equipment and facilities maintenance of public areas
  Supervise stack management activities
• Supervise support staff and student assistants
• Assist librarians and be actively involved in library outreach and events
• Participate in office administrative work
• Participate in common library duties such as manning of library services desk/loan counter during after-office-hour shifts

General Requirements:

• A polytechnic diploma, preferably in a relevant field
• 1-5 years of work experience, with some supervisory experience
• Service oriented, with a pleasant disposition and able to interact with a range of library users
• Sound interpersonal, liaison and communication skills
• Able to work well in a team
• Sound basic computer skills
• Ability to work independently

B. Polytechnic diploma holders ( those with O levels upwards and suitable experience may also apply)
Lee Wee Nam Library (2 positions)
Duties:
In a large library setting,

• Provide efficient and high quality service desk duties
• Supervise and assist in the maintenance of library collections and conducive library facilities
• Manage student assistants
• Participate in office administrative work
• Participate in common library duties such as manning of library services desk/loan counter during after-office-hour shifts

General Requirements:

• Good O or A levels or polytechnic diploma with sound working experience
• Service oriented, with a pleasant disposition and able to interact with a range of library users
• Sound interpersonal, liaison and communication skills
• Able to work well in a team
• Sound basic computer skills
• Ability to work independently

If you have a preference in terms of the positions available, please indicate in your email heading. Suitably qualified candidates are invited to apply using the prescribed Application Form (Administrative & Support positions) obtainable from here.
 
Electronic submission of application is encouraged and can be forwarded to, in the first instance, Ms Hazel Loh, Deputy Director, NTU Libraries ktvoo@ntu.edu.sg

Office of Finance
Executive Officer (Post 1)

Responsibilities:

You will provide administrative support to the Director (Financial Services) and the Financial Services Division.  You will also be required to carry out other administrative duties as assigned by Director (Financial Service).  The candidate is required to communicate and work closely with colleagues from the other colleges, schools, and other administrative offices within the University.

Requirements:

• A Polytechnic Diploma, 'A' level or other equivalent qualifications
• At least 6 years of experience in a similar role.  Preference will be given to candidates who have the relevant experience
• Meticulous, organised and willing to work extra hours
• Good communication skills
• A good team player, yet able to work independently with minimal supervision
• Able to multi-task and work under pressure to meet tight schedules
• Proficient in MS Office applications especially MS Word, Excel, PowerPoint and Outlook
• Experience in the higher education sector would be advantageous

Executive Officer (Post 2)

Responsibilities:

• Process payments including suppliers' invoice, staff and students' reimbursement claims
• Process advance payment requests
• Process journal entries
• Follow up with schools/staff on research projects with insufficient budgets for payments
• Follow up with schools to clear accruals, advance payments  and security deposits
• Prepare audit schedules
• Liaise with and answer queries from Schools/Departments and suppliers

Requirements:

• Diploma in Accounting or GCE 'A' level with prior relevant working experience
• Good interpersonal, communication and organisational skills
• Good written and spoken English
• Ability to work independently
• Service-oriented and able to work effectively with others
• Proficient in Microsoft Office applications

URECA Programme
Executive Officer 

Responsibilities:

You will provide general administrative and operational support to the URECA Admin Manager. Your duties will include (but not limited to) planning and scheduling of meetings, providing support in the organisation of events, collating statistics, database management as well as assist in other duties as assigned.  You are also expected to work collaboratively with the URECA Admin Manager to generate website contents, collaterals, yearbook and proceedings.

Requirements:

• Diploma or above in any discipline with working experience, preferably in a similar role
• Proficient in Microsoft Office applications
• Good command of written and spoken English
• Good interpersonal, communication and organizational skills
• Able to multi-task and manage numerous projects under time constraints
• Quality oriented, meticulous with a keen eye for details and a good team player
• Self-motivated with ability to work independently
• Willingness to learn and take on challenges
• Preferably able to start work at short  

Research Support Office
Executive Officer (Research Grants)

Responsibilities:

You will be responsible for the administration of research grants handled by the Research Support Office. This includes coordination of grants calls with the Colleges and Schools in the University, providing grants processing support for proposal submissions, management of research accounts and closure of completed research projects. In addition, you will assist with the incorporation of the latest IT technologies in the grant process, from submission of the proposal, award, cash flow, progress report, to the eventual closure of the project.

Requirements:

• A degree from a recognised university or Polytechnic Diploma with at least 3 years of relevant experience
• Preference will be given to candidates who have held administrative positions in a central office within a large organisation
• Excellent communications and organisational skills
• Able to multi-task and work effectively with staff and faculty at all levels
• Meticulous and analytical
• Proficient in MS Office applications and able to handle database

Nanyang Technopreneurship Center

Executive Officer

Responsibilities:

The Executive Officer is required to work closely with the Manager of the Master of Science in Technopreneurship and Innovation Program (MSc TIP) in English to achieve the Program's recruitment target and ensure effective course administration.  The Executive Officer is also expected to contribute to the further development (both improvement and expansion) of the entrepreneurship master's program.  The Executive Officer is expected to help out various activities and programmes that contribute to achieving the goals of the University and the Centre.

Specifically, the Executive Officer will be assisting the Program Director to:

• plan and coordinate various recruitment activities and marketing events
• organize program road shows in Singapore and overseas
• review and evaluate admission criteria and applications
• design program promotion materials
• coordinate student enrolment matters
• plan course schedule
• liaise with course instructors
• review curriculum structure and course administration procedure
• conduct instructor assessment
• coordinate examination matters
• coordinate business plan competitions

Requirements:

• Diploma from a recognised institution;
• Experience in project management and execution in a multi-cultural working environment;
• Able and willing to multi-task and can work independently;
• Able to work effectively in a team;
• Strong initiative and organizational skills;
• Quality and service orientated; meticulous with a keen eye for details;
• Bilingual in English and Chinese

Executive Officer-Graduate Programs

Responsibilities:

The Executive Officer is required to work closely with the Manager of the Master of Science in Technopreneurship and Innovation Program (MSc TIP) in English to achieve the program's recruitment target and ensure effective course administration.  The Executive Officer is expected to help out various activities and programmes that contribute to achieving the goals of the University and the Centre.  Specifically, the Executive Office will be assisting the Manager to:

Responsibilities:

• plan and coordinate various recruitment activities and marketing events
• design program promotion materials
• coordinate student enrolment matters
• plan course schedule
• liaise with course instructors
• coordinate examination matters

Requirements:

• Diploma from a recognised institution;
• Able and willing to multi-task and can work independently;
• Able to work effectively in a team;
• Strong initiative and organizational skills;
• Quality and service orientated; meticulous with a keen eye for details;
• Bilingual in English and Chinese in order to liaise with the Chinese associate.

Executive Officer (Undergraduate)

Responsibilities:

To provide administrative support for Nanyang Technopreneurshio Centre (NTC) undergraduate programs.  This includes:

• To assist various managers in planning, organizing, coordinating and executing the admission and recruitment drive of various NTC undergraduate programs.
• To handle day to day operations when program commence.
• To handle student's enquires.
• To liaise with course instructors for teaching materials.
• Any other as assigned.

Requirements:

• Diploma in any discipline.  Fresh diploma graduates are welcome to apply.
• Initiative, indenpent, meticulous and ability to multi-task and deliver with little supervision.
• Must possess good attitude, interpersonal and communication skills.
• Proficient in Microsoft Office application
• Able to speak and write well in English.
• Able to perform under pressure and tight deadlines.

 Office of Admissions and Financial Aid

Executive Officer/Assistant, Talent Outreach Section (3 yrs contract)

The successful candidate(s) will report to Head, Talent Outreach, and will provide administrative assistance in matters relating to bond management.

You will be required to work closely with all stakeholders, including partner organisations, other offices within NTU as well as scholars who have graduated from the University, and will be tasked with:

• providing customer care support by attending to telephone, walk-in and email queries from present scholars and those who have graduated from NTU on all bond-related matters,
• preparing and checking all necessary documents in support of bond-related matters,
• updating and maintaining scholar records,
• generating monthly status reports,
• providing support to the Talent Outreach Section as and when called upon to do so.

Requirements:

• Diploma-holder
• At least 2 years of working experience
• Numerically-inclined and detail-oriented
• Meticulous with good organisational and filling skills
• Must be able to multi-task and comply with deadlines
• A highly-committed self-starter with a service-oriented attitude
• Good written and oral communication skills
• Able to speak English and Mandarin fluently
• IT savvy, preferably with knowledge and skills in MS Office and Excel, and Oracle
• A team-player who enjoys working and interacting with people

 Executive Officer (Marketing & Operation Section)

• Handle preparation and updating of all master presentation slides for all outreach activities, including customization of presentation slides for events.
• Handle e-newsletter to reach out to prospective students, including sourcing of suitable articles to feature
• Maintain and update office website, including the online FlexAnswer system
• Manage and administrate the OAFA Facebook Fan Page
• Handle and coordinate outreach events for local students
• Assist Officers in planning and coordination of major outreach events, such as the Open House
• Assist Officers in the production of publicity materials such as brochures
• Assist in local outreach events
• Provide IT & Technical support for outreach activities
• Handle hotel and flight arrangements for overseas recruitment activities
• Handle reimbursement claims for overseas recruitment activities
• Provide front counter service on roster
• Assist Officers in other marketing and operations matters

Requirements:

• Possess a recognized diploma from a local polytechnic in any discipline, preferably with a strong IT background
• Possess working knowledge of web programming and MS Office softwares
• Bilingual in both written and spoken English and Chinese
• Ability to work independently, enjoy student interaction and organization of student-centric activities
• Preferably possess work experience in events coordination and management

Office of Global Education and Mobility (OGEM)
Clerical Officer/Executive Officer

Nanyang Technological University Office of Global Education and Mobility (OGEM) plays a vital role in the university's internationalisation strategy by encouraging and supporting students to undertake part of their degree(Study/Research/Work) overseas at one of NTU's world-class industrial or university partner institutions.

The OGEM office now seeks applications from highly motivated individuals to fill the position as Clerical Officers to support the team in general administration and operation matters. The individual will need to be able to work in a multi-disciplinary, multi-cultural environment to support the team in co-ordinating and facilitating general administrative functions relating to the Student Overseas Immersion Programmes.

Responsibilities:

• Overseas Student Immersion Programme recruitment support e.g. Answering enquiries and follow-up with students and overseas partners on applications
• Coordinate and notification of meetings, seminars, workshops, events etc.
• Maintain records of department and programme activities and projects
• Maintain Overseas Student Immersion Programme and Partner Databases
  Tracking of KPIs and budgets
• General student records, and arranging for office publicity materials, including brochures, website and media as appropriate
• Financial claim matters
  

Requirements:

• Diploma and below with more than 5 years of relevant working experience in customer service; event/project management and administrative support work.
• Excellent English writing and oral communication skills
• Possesses good organizational and strong interpersonal skills
• A vibrant, forward-looking team player who is meticulous, highly adaptable, self motivated and requires minimal supervision.
• Proficient in MS Office applications and able to handle database/administrative systems

Alumni Affairs Office
Alumni Affairs Assistant

Responsibilities:

• Assist in planning, marketing, organising, coordinating and executing at least 40 social, recreational, sports and educational activities to engage alumni across generations.
• Updates and maintains the NTU Alumni Events website; assists in preparing, publishing and monitoring ITQs/tender on Gebiz and handles enquiries pertaining to events.
• Prepares invitations and informs participants of various events. Responsible for sending event reminders to participants, collection of payment and administers Worldpay transactions for specific chargeable-events.
• Ensure attendance of alumni at events are properly compiled and collated.
• Provides administrative assistance to evaluate proposals for support.  Consolidates post-event reports for events supported and maintains support for various student/alumni projects.  Prepares reports for monthly department meetings.
• Collects and maintains the English/Chinese Masters/Executive Programme participants database from various Schools/Departments; works with various coordinators to plan and organise sports networking sessions at regular intervals.  Assist in preparing end-of-course congratulation cards and souvenirs.
• Updates and maintains 'Calendar of Events' for AAO.
• Assist in any ad-hoc assignments assigned by Director (AAO) and the Supervisor.

Requirements:

• GCE 'A' Level, preferably with at least 2 years of working experience
• Be effectively bilingual, highly motivated, resourceful and the flexibility to adjust and react to changing priorities
• Strong planning and organizational abilities with sound knowledge of IT tools
• Ability to work under pressure, track and deliver assignments of schedule
• Ability to multi-task, work independently as well as a good team player
• Must be meticulous, responsible and a positive
  

Suitably qualified candidates are invited to apply using the prescribed Application Form (Administrative & Support positions) obtainable from here.
 
Electronic submission of application is encouraged and can be forwarded to: 

hrsch@ntu.edu.sg  (for position in DHI-NTU Centre)

cos-recruitadm@ntu.edu.sg  (for position in  College of Science)

D-REP@ntu.edu.sg  (for position in  Renaissance Engineering Programme)

scehr_job@ntu.edu.sg  (for position in  School of Computer Engineering)

MAENon-FacRecruit@ntu.edu.sg (for position in School of Mechanical and Aerospace Engineering)

aslpsze@ntu.edu.sg (for position in School of Materials Science and Engineering)

NCPA-HR@ntu.edu.sg (for position in Nanyang Centre for Public Administration)

spms-recruitadm@ntu.edu.sg (for positions in School of Physical and Mathematical Sciences)

SCI-HR@ntu.edu.sg (for position in Wee Kim Wee School of Communication and information)

SCELSE-HR@ntu.edu.sg (for positions in Singapore Centre on Environmental Life Sciences Engineering)

ceehr@ntu.edu.sg (for position in School of Civil and Environmental Engineering)

sbsrecruit@ntu.edu.sg (for positions in School of Biological Sciences)

hss-hr@ntu.edu.sg (for Temporary Executive Officer (Undergraduate Office) position).  Please indicate "Application for Temporary Executive Officer (Undergraduate Office)" as the subject title.

sitinur@ntu.edu.sg (for Temporary Executive Officer (Graduate Office) position).  Please indicate "Application for Temporary Officer in the Associate Chair (Gradudate Studies) Officer" as the subject title.

scbe_recruit@ntu.edu.sg (for positions in School of Chemical and Biomedical Engineering) 

ceehr@ntu.edu.sg (for position in School of Civil and Environmental Engineering)

hrdept@ntu.edu.sg (for positions in NIEO, OFPM/CSD, FIN, OAFA, OAS, OGEM) 

TanSH@ntu.edu.sg (for position in Finance (Post 2)

ExecDir-NEWRI@ntu.edu.sg (for position in Advanced Environmental Biotechnology Centre)

 ntc-hr@ntu.edu.sg (for position in Nanyang Technopreneurship Center)

D-RSO@ntu.edu.sg (for position in Research Support Office)

kgluah@ntu.edu.sg (for positions in URECA)

julenekee@ntu.edu.sg (for position in Alumni Affairs Office)

Note: Only shortlisted candidates will be notified.