Assistant Manager, Faculty Affairs & Admin

About the role

The Assistant Manager (Faculty Affairs & Admin) reports to the Assistant Director (Faculty Affairs) and assists in managing documentation, prioritizing incoming requests, handling sensitive information and supporting inputs and recommendations for decision-making. The role also supports internal and external faculty initiatives, activities and day-to-day operations, and provides administrative and secretariat support to the Vice Provost, Faculty Affairs (VPFA) on email account, schedule and calendar, events and programmes, and organizational communication.

Key responsibilities

• Coordinate university-level faculty initiatives and leadership engagements, including briefing sessions on faculty promotion and tenure, quarterly meetings with Associate Deans, Associate Chairs and Vice Deans, the Faculty Orientation Program and NTU Leadership Academy workshops
• Support overseas outreach trips at university level and maintain the faculty talent candidate pipeline database
• Prepare briefing materials, presentations and reports, maintain the faculty affairs database, draft meeting minutes and provide secretariat support
• Set up tracking systems, approval workflows, SOPs and templates, and manage databases and filing for sensitive information
• Assist with budget submissions, finance claims and quotations
• Manage the VPFA's schedule, travel and meetings, prepare agendas and organize logistics

Required profile

• Good planning, organizational and problem-solving skills
• Good written and verbal communication skills
• Flexibility and adaptability in a fast-paced environment
• Ability to work independently and in a team
• Discretion with confidential information and tactful communication

Required skills

• IT savvy
• Proficiency in Microsoft Office applications