Executive (Administrative Support), Faculty of Safety and Health

This job is responsible to plan, coordinate and control the provision of administrative and secretariat services within the Faculty in accordance with related policy, procedures and guidelines. This includes provision of Office and Finance administration services; Secretariat services for faculty level management and working committees; and supporting the implementation of courses and programmes offered within the faculty.

Office Administration

• Provide administrative services to the faculty including maintenance of registers, office correspondence, office stationery and supplies, asset management, event coordination and others as required in accordance with established office procedures.
• Maintain and monitor the faculty filing and records including students’ personal files and staffs’ administrative records in accordance with document management guideline / ISO standards.
• Maintain and update depository of policies and guidelines in relevant areas that affect the faculty, including dissemination of the updated information to relevant stakeholders.

Course Scheduling and implementation

• Assist in coordinating course scheduling / other arrangements between the various programmes, centers (e.g. language) and University departments (e.g. Exam Unit).
• Supervise the preparation and scheduling of academic calendar for all programmes in the Faculty to ensure it records in detail the academic activities and executed as scheduled.
• Coordinate the appointment and performance tracking of invited and part-time academic staff including honorary & visiting lecturers.

Faculty Assessments and Examinations

• Assist in all scheduling of all examinations – continuous assessment of final major examinations.
• Take precautions and maintain the safety and confidentiality of question papers in accordance with the university standards and guidelines.
• Coordinate provision of logistics including assisting staff/invigilators/simulated patients/equipment and other paraphernalia as required for clinical/professional examinations.
• Supervise the marking and grading process including coordinating submission of course assignments / continuous assessments for marking, administer marking of objective papers using the OMR and prepare tabulation of the marks.
• Prepare and maintain record of marks and grades given by academic staffs.

Logistics Coordination

• Coordinate preparation of course and academic materials through secretarial and printing duties to ensure adherence to submission deadline.
• Coordinate provision of logistics including venue for classes and the required teaching facilities as requested by course coordinators/faculty members to ensure courses/classes are delivered as scheduled.
• Coordinate the provision of logistics for examination including assisting staff/invigilators as required for examinations.

Documentation and Filing

• Maintain the physical and e-filing systems associated with faculty management and administration matters to ensure proper documentation, handling, safe storage and easy retrieval of information.

• Minimum 1-2 years’ experience in relevant field.
• Bachelor’s degree holder in any fields.
• Fresh graduates are welcome to apply.