JOB PURPOSEThe Senior Administrative Executive will be the key person who manages and administer the SHINE portal and SHINE Award. He/ she will take an active role in analysing the existing practices, coordinating efforts, providing support, and implementing tasks that are relevant to enhancing the SHINE Award. He / She will also act as the key resource and reference with regards to systems and processes and is directly accountable for the development, upgrading and maintenance of the SHINE Portal and other platforms which facilitates the operationalisation of the SHINE Award Programme. To widen the outreach of SHINE experiential activities for the campus community, the Senior Administrative Executive shall generate, analyse, communicate key findings, and provide recommendations within the monthly reports that are required by the Manager. He/ She is the key administrative person in the day-to-day coordination and support for Student Engagement & Leadership (SEAL). This will include the unit's administrative support, logistic management, following up on payment request, event management, liaising with relevant stakeholders and any other administration tasks as assigned. He / She will also oversee the Clubs and Societies in Taylor's focusing on elevating the quality of Clubs and Societies events on campus. He / She will coach, provide guidance, and ensure Student Leaders are equipped to organise and deliver events and activities on campus. As the Secretary to the Student Development, he/ she is responsible for preparing and establishing agendas for Student Development Team Leads meeting. This also includes meticulously documenting the minutes of these meetings, which involves capturing the essential details, decisions, and actions discussed during the sessions.This role requires a detail-oriented individual who can manage multiple roles simultaneously and work collaboratively with other departments and stakeholders.KEY RESULT AREAS / RESPONSIBILITIESOversee Administration of SHINE Award Assist the Manager in conceptualising, plan and implement activities/ campaigns to promote the SHINE Award and reinforces the SHINE Award branding. Generate, analyse, compile and manage SHINE related reports on monthly, quarterly and yearly basis, or as and when required by the Manager.Communicate key findings and provide recommendations based on the reports that specifically emphasize the outcomes of events and SHINE Experiential Activities.Tabulate and assign reflections to reflection marker and monitor the progress of reflection approval based on Service Level Agreement.Ensure that the SHINE Award Procedure and Policy document is up to date to reflect the most current process. SHINE Portal ManagementOversee all aspects of the SHINE portal's functionality, content, and user experience, to ensure the portal operates smoothly. Key liaison person with stakeholders (ICT, portal vendor, SHINE partners, etc) with regards to soliciting feedbacks, updates, improvements and maintenance of SHINE portal. Identify opportunity for continual improvement of the SHINE portal and participate actively in SHINE portal enhancement initiative.Ensure that all events are planned, organised and executed properly and is tracked the SHINE Portal to improve the quality of student's activities and events. Oversee and establish a network of SHINE partners to ensure the SHINE portal is posted with a wide array of opportunities for students to participate in. Maintain an accurate and updated database related to students' activities.Attend to all enquiries regarding SHINE portal and SHINE Award. Provide appropriate guidance/ training to staff/ students regarding the function of SHINE portal.Administrative SupportMain Internal Purchasing Coordinator to coordinate on Internal Requisition Form (IRF), Purchase Order, Invoice submission and supporting documents for SEAL.Ensure that all IRFs, quotations, supporting documents and invoices are properly e-filed in the shared folder.Liaise with internal and external stakeholders (Finance, Central Purchasing Department, SEAL team members, vendors, etc) on payment related issues and vendor registration.Assist on venue and transport bookings whenever necessary.Curate and compile annual and monthly events calendar by coordinating with the team and student leaders. Ensure the SEAL monthly event calendar is updated and uploaded on a timely basis.Maintain equipment movement record and ensure that the equipment is well kept and maintained.Ensure all student lockers are well kept and maintain record of locker usage.Key personnel for audit exercises: Ensure all data, files and documents are maintained and submitted on a timely basis to relevant stakeholders for internal and/ or external audit purposes. Other administrative support as and when necessary. Student Organisations The official advisor for approved clubs and societies in the University, including providing and coordinating necessary support for organising the events and activities and ensure that relevant information regarding the SHINE Award Programme, the University policies, regulations and procedures related to organising and scheduling of student activities and events are provided. Provide guidance to student organisations in planning and coordinating various student activities and events, including coordinating the event infrastructure, as appropriate.Serving as a liaison to the university administration: point of contact between the club or society and the university administration, helping to facilitate communication and ensure that the clubs and societies are following university policies and procedures.Coach and guide student leaders in student organisations to fulfil their roles and responsibilities. Advocate for SHINE Portal participation to have students' role, achievement and experiences attested through the SHINE Portal. Secretary for Student Development Liaise with Managers from Student Development and other stakeholders where necessary in producing agenda for Student Development Team Leads meeting or any other special meetings. Record meeting minutes with clear action items, track and monitor with relevant person-in-charge to ensure progress of action items to be updated during the meeting. Undertake any other duties that may be assigned by the Director, Student Development as and when necessary. OthersMaintain high customer service standards in all aspects of work.Undertake any other duties that may be assigned by the Manager as and when necessary. JOB SPECIFICATIONSMinimum Academic/Professional QualificationDiploma/ Degree in Business Administration, Marketing, or any relevant discipline.Related Experience At least seven (7) years of working experience, preferably in an educational institution or event management industry with additional involvement in database management, trends analysis and reporting, statistics, systems and processes. KEY COMPETENCIESCOMPETENCIES (KNOWLEDGE, SKILLS & ABILITIES)Possess good organisational and coordination skills with ability to plan, manage and facilitate several activities/events simultaneously.Problem solving and analytical skills - able to identify and respond to problems appropriately and in a timely manner. Able to analyse and interpret the needs of students and offer appropriate solutions.Possess strong interpersonal and communication skills with the ability to communicate with students and liaise with people in all levels.Able to handle general tasks independently and able to work well in a team - flexible and adaptable when collaborating projects. Possess strong administrative skills and able to maintain records systematically in a way that is accessible to others.Have strong analysis and reporting skills. Advanced skill in Excel and /or database management is a compulsory requirement.Competent in Microsoft Office Applications. Ability to work on own initiatives and operate to tight schedules and deadlines.Has a strong sense of responsibility. Follows up with inquiries and issues with a sense of urgency and importance. Results oriented - knowledge and skills of trends analysis and reporting attentive to details and ensures quality of work is high. Competencies (Behavioural)Good team playerProfessional with excellent conduct Cheerful, energetic and shows enthusiasm Trustworthy and has a sense of responsibilityHas good working attitudePro-active, mature and resourcefulIs able to coach and guide students
