Executive, Academic Affairs

The Academic Affairs department is instrumental in the students’ journey and experience in ESSEC. Every touch point of experience in terms of administration support from our staff members in Academic Affairs makes a difference in the students’ experience.

This position is a fixed term contract of 12 months . It is fundamental that the job incumbent must be able to commit for the full duration of the contract.

The Executive, Academic Affairs is responsible for the logistical and administrative functions to ensure smooth running of the programs he/she is responsible for.

Reporting to the Program Manager, this role works in close collaboration within and outside of the Academic Affairs team, creating positive experience for all stakeholders.

Responsibilities:

Academic Program Coordination for all assigned course

1. Course Scheduling:

a) Guided by the Program Manager, prepare approved program schedules in the class scheduling system used in ESSEC: system entry, classroom booking, maintaining and communicating changes

2. Students-related:

a) Supervision of program – including induction, student attendance monitoring & communication, examination coordination & communication, grades data-entry, and relaying general student announcements

b) Maintain students’ records, in consultation with Program Manage

3. Support teaching staff:

a) Program-related support for Professors / external lecturers, including contractual documentation

4. Curriculum-related events: Study Trip/Orientation/Seminars/Workshop/Program-specific events

a) Under the guidance of the Program Manager, coordinate and execute the planned activities, and setup of venue, to ensure smooth logistical and administrative arrangements.

b) Where required, source for vendors and confirm bookings, respecting finance processes

c) Assist in travel claims/reimbursement/payment

d) Where necessary, to join Study Trips

5. Finance process for program expenses:

a) Consolidate and update program expenses, where relevant

b) Raise program related purchase requests on procurement system

6. Other program-related support:

a) Set up/Coordinate Teleconference / virtual meetings with counterparts in Singapore or other global campuses, collaboration with International IT Department

b) Minutes-taking, filing, general house-keeping of stationeries

c) Preparing / updating deck presentations

This is a non-exhaustive list of duties and can evolve with time or as assigned by the Reporting Officer(s).

Position Requirements /People Specifications:

a) Possess Diploma/Degree qualification

b) At least 2 years’ experience in Program Administration and Coordination Role in Higher Education Industry

c) Fluent skills with student affairs management, support role

d) Meticulous, well-organised and with good time management skills in adapting to a fast-paced and innovative environment

e) A mature candidate who is a good team player with the ability to work both independently and collaboratively

f) Proficient in MS office applications

g) Experience in coordinating study trip, workshops, events and seminars is a plus

h) Experience in leveraging on Google Tools: Managing Google Agenda and other Google Functions is a plus

i) Basic knowledge of Moodle and Celcat will be a plus

j) Ability to make preliminary decision with proposals.

k) Ability to review/negotiate simple payment contracts with External vendors

The job incumbent will need to work independently in a fast paced and dynamic work environment. Some level of flexibility and agility is required.