Responsibilities

This position is for Office of Postgraduate Professional Programmes (PGPP).
Office Administration and Operations:

Manage the day-to-day administrative and operational functions of the MRA office to ensure smooth workflow and effective coordination across the team.
Oversee scheduling, logistics, and coordination of meetings, briefings, and events chaired by the Director or involving the MRA team.
Maintain office systems, records, and documentation to ensure accessibility, confidentiality, and compliance with university policies.
Serve as the primary point of contact for general office enquiries and internal communications.

Budgeting and Procurement Support:

Assist in budget preparation, monitoring, and expense tracking for the MRA team.
Manage procurement processes including purchase requisitions, vendor onboarding, and payments, in line with university financial policies.
Create Purchase Order entries in Ariba system and processing of vendor invoices and inter-department charging.
Check and verify expense claims of staff to ensure accuracy, completeness and adherence to SMU policies before submitting to HOD for approval.
Responsible for fixed assets inventory in PGPP which includes identification and reconciliation of assets, asset tagging, tracking and documenting any movement of assets.
Manage paperwork and payments related to student helpers.
Maintain accurate financial records and prepare expenditure summaries or reports for management review.

Human Resource and Staffing Administration:

Coordinate recruitment, onboarding, off-boarding and contract renewals for staff within the MRA team.
Support training nominations, leave management, and performance appraisal documentation.
Liaise with the HR Business Partner on staffing-related matters.
Manage, guide and train student helpers who are assisting in events.

Support Director, MRA:

Provide executive and logistical support to the Director in managing schedules, correspondence, travel arrangements, and follow-ups on key initiatives.
Prepare and consolidate reports, presentations, and meeting materials as required.
Support the coordination of strategic and operational meetings involving the Director and other senior stakeholders.
Manage Director's local and overseas expense claims.
Support Director's travel request and expense claims in Travel Manager System and submit the statement to Finance for reimbursement.

Cross-Team Coordination and Communication:

Facilitate coordination among the Marketing, Recruitment, Admissions, and Systems & Analytics sub-teams to ensure alignment of timelines, deliverables, and reporting.
Support planning and execution of MRA-wide projects, reviews, and events (e.g., PGP open houses, information sessions).
Ensure effective internal communication within the MRA team and with partner offices.

Process Improvement and Compliance:

Identify opportunities to improve administrative efficiency through standardised procedures or digital tools.
Ensure compliance with university policies on procurement, data management, PDPA, and information security.
Maintain accurate version control of documentation, policies, and templates used across the MRA team.

Other duties as assigned.

Qualifications

Degree in Business Administration, Management, or a related discipline.
At least 5 years of relevant administrative or office management experience, preferably in a higher education or corporate environment.
Prior experience in providing administrative support to senior management is highly desirable.
Strong organisational and multitasking skills with attention to detail and accuracy.
Good knowledge of office administration, budgeting, procurement, and HR processes.
Excellent written and verbal communication skills.
Proficient in Microsoft Office applications (Word, Excel, PowerPoint) and comfortable using digital collaboration tools (e.g. SharePoint, Teams).
Strong interpersonal skills and ability to work effectively with staff at all levels.
Discreet and professional in handling confidential information.
Resourceful, proactive, and able to exercise sound judgment under minimal supervision.

Other Information

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.

Office Manager (3-year contract), PGPP