Job Description

JOB PURPOSE The Senior Administration Executive (Data Management & Analysis) of S.E.A.L. will be a key administrative person in the day to day coordination and support for Student Development and its sub-departments. This will include systems and processes, policy and procedure drafting, logistic management, event management, data and reporting and the administration of the SHINE Award Centre, SHINE Award Programme and the SHINE portal. He/She will take an active role to analyse, coordinate, support and implement any relevant tasks that would enhance the current administrative practices that overlook the SHINE Award Centre (SAC), SHINE Award Programme and S.E.A.L. and play a supportive role for the other sub-departments. He / She is also tasked to plan, organise and execute the operationalization of the key and routine work related to the present and future operations of SHINE Award Centre and S.E.A.L and produce relevant reports, analysis and support the documentation of SAC & S.E.A.L He/She will produce, analyse, relay key findings and make recommendations thorough the monthly reports required by the Department Lead through critical thinking and stringent evaluation methods. He / She will also act as the key resource and reference for the other Like Skills Development & Sports & Recreation Centre with regards to systems and processes and is directly accountable for the development, upgrading and maintenance of the SHINE Portal and other platforms which facilitates the operationalisation of the SHINE Award Programme. He / She will also be a key project coordinator based on assigned projects by the department lead, will oversee roadshows and communication strategies pertaining to the SHINE Award Programme and will be the lead personnel when it comes to department audits. He/She will also be in charge of establishing a network of SHINE partners to ensure the SHINE portal is posted with a wide array of opportunities for students to participate in. The SHINE Award portal usage, reflection submissions and any other reports required must be included in the monthly meeting with key findings and recommendation for enhancement. KEY RESULT AREAS / RESPONSIBILITIES Lead and manage the outgoing and incoming batch of SHINE students\' through effective documentation of systems and processes Organise, coordinate, manage and monitor the progress of the outgoing cohort of SHINE students and new SHINE students (March 2020 onwards) based on Taylor\'s Curriculum Framework 2. Coordinate the SHINE Award Programme presentation in orientation intake dates and the onboarding sessions for all new intake and enrolled students. Key liaisons with ICT department to ensure new SHINE students do not have problems accessing to SHINE Portal and will be the key contact point for all issues pertaining to student access. Be the point of reference and contact for all communication pertaining to briefings, enquiries and feedbacks with regards to the SHINE Award Programme and SHINE student status. Key person to execute the withdrawal process for outgoing SHINE students from the previous SHINE Award Programme who have either voluntary withdraw or due to valid reasons, being automatically withdrawn. Ensure that the SHINE student database is up to date monthly with active students. Responsible in continuous review of systems and processes for improvement for the above mentioned. Manage SHINE Databases and Reporting To effectively manage and compile all SHINE related databases ie statistics of enrolment by Schools / cohorts etc, attendances and participation/roles progress, reflection analysis, SHINE High Pointers, graduating SHINE students etc. To analyse and report key data for the SHINE Month End Reporting and SHINE Annual Report which includes analysis, recommendation and key findings including portal usage, monthly reflection and anything as required by the Department Lead. To work with internal and external SHINE Partners to identify take up rate trend for each opportunity posted and highlight the challenges and recommendation to solve the challenges. Responsible in creating and coordinating the development of the yearly SHINE Annual Report which will be sent to various key stakeholders. To analyse reports, trends and any data required by the Department Lead for the relevant presentations. Key SHINE Portal Administrator Key liaison with the SHINE Portal vendor and accountable for all updates, improvements and maintenances of the SHINE Portal (old and new). Proactive in soliciting feedback from SHINE partners, both internal and external on portal improvements, enhancements to be channelled back to the SHINE Portal vendor. Notify ICT / portal vendor in case there are any issues with the portal that requires troubleshooting. Key approver for nominations of events in the SHINE portal. Final validator for Platinum Award Checklist by Reflection submissions. Tabulate and assign reflections to reflection marker and monitor the progress of reflection approval based on Service Level Agreement. Key person to be communicating via Messaging Services set up on the SHINE portal. Provide training to staff / students to understand the SHINE portal. Manage SHINE Points System Develop activities point templates to support the range of the activities in consultation with stakeholders. Update the points templates into the SHINE Portal and monitor the functionality of the templates. Proactively review the allocation of SHINE points and recommend solutions as and when necessary. Train team members to understand the points templates and matrix if necessary. Ensure any revisal or introduction to the SHINE Points Matrix has been approved by Department Lead/Associate Director of Student Development. SHINE High Pointers Monitoring Responsible in identifying SHINE high pointers and monitoring them to ensure they fulfil their SHINE Learning Journey and SHINE Award criteria. Coordinate the SHINE Mentor Introductory Session where SHINE High Pointers will be able to select their SHINE Mentor. Provide necessary administrative support ie SHINE Points and Criteria mapping etc to SHINE Mentors and ensure that they have the information for effective mentoring. Manage the 2nd Transcript and SHINE Award Monitor the SHINE graduating students and ensure communication is sent out to eligible students to apply for the 2nd Transcript and SHINE Award. Coordinate and arrange for Interview Sessions for the SHINE Award applicants and collect the testimonial of their journey. Liaise with key departments to ensure the printing of 2nd Transcript and SHINE Award is on time. Provide the necessary administrative support in ensuring SHINE students received their up to date 2nd Transcript and SHINE Award. Handle all enquiries with regards to the 2nd Transcript and SHINE Award Policy Development, Documentation, Reporting & Administrative Support Ensure that the SHINE Award Procedure and Policy document is up to date to reflect the most current process. Work with the relevant department on policy renewal when called upon for updates. Proactive in ensuring all documentation is up-to-date by 30th and 31st of each month. This include the SHINE monthly report, the integrated tracking system the e-membership listing to students on the 15th and 30th/31st each month and any other reports that are required. Ensure that all IRFs, quotations, supporting documents and invoices are properly e-filed in the shared folder. Monitor budget to ensure it is not overspent. Monitor and coordinate petty cash expenses. Monitor and coordinate SFFT released venues quarterly. Assist in booking of SLR and SLC by internal stakeholders including students. Assist in Transportation booking and submission of permit to display. Other administrative support as and when necessary. Key Personnel for Auditing Exercises Ensure all reports (staff/student) are submitted at the end of each month Perform audit on Students\' google files to ensure all reports are up to date. Perform audit on clubs and societies lockers in the Student Leader\'s Room Key personnel for any department that has requested data, files and anything relevant to any scheduled audits. Key Projects & Student Advisor Take the lead or assigned role for any key projects that is designated to him/her Ensure overall strategy, implementation and completion of said project with measurable goals. Put together support team/committee as and when needed depending on event and impact. Ensure the success and delivery of the clubs assigned to him/her Ensure effective guidance and support is provided to clubs/societies/students. Counsel SHINE students on their learning needs, goals, action plans etc. Mentor SHINE students in the SHINE Mentoring Programme Approving SHINE students\' reflections in the SHINE portal. Others Support and assist in the organisation of any related University events as and when required. Work and maintain high customer service standards in all aspects of work Undertake any other duties that may be assigned by the Department Lead as and when necessary. JOB SPECIFICATIONS Minimum Academic/Professional Qualification Degree in Business, Training, Statistics or any relevant discipline Related Experience At least five (5) years of working experience, preferably in an educational institution with involvement in database management, trends analysis and reporting, statistics, systems and processes. KEY COMPETENCIES COMPETENCIES (KNOWLEDGE, SKILLS & ABILITIES) Advanced skill in Excel and /or database management is a compulsory requirement Have strong reporting skills in handling multiple reports using software and able to provide strong analysis and presentation Results oriented - knowledge and skills of trends analysis and reporting attentive to details and ensures quality of work is high. Multi-skilled - possesses good planning and organizing skills able to coordinate project and manage events. Problem solving and analytical skills - able to identify and respond to problems appropriately and in a timely manner. Able to analyse and interpret the needs of students and offer appropriate solutions. Have strong interpersonal and communication skills with the ability to communicate with students, and liaise with people in all positions. Handles general tasks independently and able to work well in a team - flexible and adaptable when collaborating projects. Able to maintain records systematically in a way that is accessible to others. Have competent IT and Social Media skills - knowledge and skills in using computer software, e.g. Microsoft software applications. Competencies (Knowledge, Skills & Abilities) Knowledge of the University policies, procedures, rules and regulations relating to organising student development activities and events Knowledge of and skills in using computer software e.g. Microsoft software applications Ability to interpret, apply and explain policies, procedures, rules and regulations Ability to work with minimal supervision Ability to communicate well Possess good interpersonal skills with ability to communicate and maintain effective working relationships with students and staff Possess good organisational and coordination skills with ability to plan, manage and facilitate several activities/events simultaneously Ability to adapt to and work in a team environment Ability to work on own initiatives and operate to tight schedules and deadlines Has a strong sense of responsibility. Follows up with inquiries and issues with a sense of urgency and importance. Ability to create/generate new ideas Ability to prepare reports and draft routine correspondence Competencies (Behavioural) An extrovert with strong interest in both indoor and outdoor events / activities Good team player Professional with excellent conduct Cheerful, energetic and shows enthusiasm Trustworthy and has a sense of responsibility Has good working attitude Pro-active, mature and resourceful Is able to coach and guide students

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