Senior Executive/Assistant Manager (2-year contract), SMU ExD

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 SMU Executive Development (SMU ExD).
• Office & Procurement Management (70%)
• • Oversee daily operations of the Executive Development office, including supplies, equipment, and facilities.
  • Administrative Support: Support ExD team with administrative matters including finance and procurement.
  • Prepare SAP purchase orders (PO) and its related procurement contracts on a day-to-day, process reimbursements, and ensure timely vendor payments.
  • Ensure procurement activities are compliant with internal policies and commercial agreements, including obtaining legal clearance for contracts involving external vendors and internal faculty
  • Liaise with procurement for sourcing services and supplies needed for program delivery.
  • Monitor and track departmental budgets, invoices, and expenses in coordination with the finance office to observe observing procurement processes in line with the organisation's guidelines and processes. Ensure that all purchasing activities adhere to the company's policies and quality standards.
  • Budget Management & Reporting: Oversee and manage ExD's budget, ensuring all financial activities are conducted in line with allocated funds. Monitor expenditure and provide timely and accurate financial reports to management for review. Prepare and present regular reports on budgetary performance, procurement efficiencies, and other administrative metrics.
  • Reporting: Support month-end and year-end close processes, ensuring all payable and expenditure entries are accurate and complete, with compliance to expenditure policies and regulations. Prepare audit schedules and reconciliation of balance sheet accounts.
  • Governance: Provide support queries from internal and external audit.
  • Collaborate with Other Departments: Work closely with other departments to pay vendors promptly and streamline the payable and payment process.
  • Maintain organized records, files, and databases related to programs, participants, and vendors.
  • System Implementation and Upgrades: Participate in the planning and execution of system implementations and upgrades, ensuring minimal disruption to daily operations.
  • Serve as a key point of contact for internal departments and external stakeholders.
  • Other Office Management: Administrative and Operational duties as assigned.
• Data Management and Process Improvement (30%)
• • Identifies user needs and articulates clear user requirements relative to data management and analytics in discussions with IITS (internal IT department or Office of Business Improvement and other project champion members) and/or external vendors.
  • Establishes record and database management processes across the organization. Sets Database Administration Processes, to align database administration with overall strategic business strategy.
  • Supports the design, maintenance and implementation of the databases to improve performance.
  • Advises the business on database administration related issues.
  • Generates new reports and extracts valuable insights from data.
  • Partners with data engineering team to advise on database capabilities.
  • Reviews and maintains database related policies, guidelines, standards.
  • Coordinates the design, release and deployment of systems with cross-functional team dependencies and impacts to the infrastructure.
  • Identifies process improvements in internal and external work processes with automations and/or system integrations.
  • Participates in Enterprise Database System Planning (i.e. database infrastructure design, planning and implementation).
• Other duties as assigned.

• Diploma or Degree with 35 years of experience in office management or executive-level administrative support, preferably in higher education or executive training.
• Education and/or experience in finance and business administration preferred.
• Demonstrated proficiency in database management, procurement, and administrative.
• Familiarity with office administration software such as MS Office, SAP, Prophix.
• Preferably one year's experience in basic data analysis, manipulation, using Microsoft Power BI or other visualization.
• Experience in system development, database design and programming, using online/new technologies for knowledge sharing, collaboration, and systems support.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Good understanding of finance and procurement processes.
• Resourceful and meticulous in handling multiple issues concurrently while managing tight deadlines effectively.
• Good verbal and written communication skills.
• Detail-oriented with a high level of accuracy and efficiency.
• Ability to work independently and with a fast-paced and growing team.
• Can start work immediately .

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Candidates who do not possess the stipulated qualifications but have relevant work experience may still apply. Remuneration and appointment terms shall commensurate with qualifications and experience. SMU reserves the right to modify the appointment terms where necessary.