Academic Administration And Examination Executive

Responsibilities

• You shall report to Vice President, Academic Affairs or may be assigned to a Line Manager for all duties assigned to you.
• You shall act as officer and secretary to the Academic Board and its committees, i.e. take notes and minutes of meetings, prepare agendas and other paperwork as required, ensure follow-up on actions decided at the meeting and provide the Chairs of the designated meetings and committees with administrative support. 
• You shall ensure adequate provisions for meetings, agenda, minutes, invitations and or reminders to participants, refreshments, and room bookings. 
• You shall provide personal support to the Heads and to carry out major management tasks, including programme monitoring, annual quality review & annual strategic planning. 
• You shall assist in preparation, collection and collation of information as requested, using IT packages as appropriate, including database skills, word-processing and spreadsheets; and to process data of an administrative and financial nature.
• You shall provide oral and written administrative support to the Heads and other senior staff in the form of letters, e-mails, reports, schedules, meetings, phone calls, fax relating to students and/or relevant staff.
• You shall draft and proof read correspondence materials and assist in the compilation of reports, using IT packages as appropriate. 
• You shall maintain a diary for the Heads, arranging appointments, receiving visitors and making necessary travel arrangements.  Ensure that schedules and meeting deadlines are met in a timely manner, with appropriate paperwork as required.  
• You shall keep a record of all documentation and electronic communications, such as programme specifications, student handbooks, exam scripts, course work, and other related documentation and ensure that they are archived for the regulation period of time.  
• You shall assist the Heads and other senior members of college as directed. 
• You are to ensure that the Teaching and Learning Observation (TLO) sessions are carried out at the beginning of each semester and before the end of each semester for all new lecturers and for lecturers teaching new subjects.
• You are required to prepare the timetable for classrooms including monitoring of class replacements in the event of lecturers taking ELs or MCs
• You have to assist in preparation of MQA documents for submission and accreditation visits by MQA.
• You have to ensure that all part-time lecturers’ claims are submitted on time.
• You have to ensure that all proper filing will be done and updated for staff records (including staff claims and medical claims), stationery records, classroom tag log, manpower requisition and class cancellation and replacement records.
• You have to provide weekly programme status update to all relevant parties.
• You have to provide notification via IIS for all maintenance issues.
• You have to attend to student enquiry as the first gatekeeper and to channel students to the right staff if necessary.
• Provide assistance and implementation for the preparation and execution of all matters in respect of all college examinations not limited to the issues of timetables for the entire college.
• Responsible for the release of marks.
• Facilitate room booking.
• Maintain cleanliness of the storeroom and to dispose examination scripts on semester basis.
• Conduct invigilation on ad hoc basis including invigilating during Supplementary Exam.
• Handle all the administrative functions pertaining to examinations, including invigilation duties and examination planning, organizing and executing.
• Serve students’ needs at the counter at all times and to exhibit highest level of customer service but yet remain stern and affirmed in matters related to rules and regulations.
• Prepare seat number and seat allocation during exam.
• Provide assistance to planning, organising and coordinating the annual Convocation ceremony and duly report.
• Handle exam registration online and offline (Cambridge A-level exam and supplementary exam)
• In charge of receiving or delivering parcels from/to external parties. e.g. Cambridge
• To perform any other duties relating to the above as may be assigned by your Line Manager from time to time.

Requirements

• Degree holder.
• Minimum 2-3 years working experience.
• Excellent communication skills. Strong command of English.
• Pro-active and self-motivated, with the ability to work independently as well as participate within the team.
• Able to work under pressure and meet deadlines, possess a mature attitude and a good team player.
• Strong communication, presentation and interpersonal skills and abilities.