Job Description

JOB PURPOSE
The Administration Executive, Student Administration, supports the Manager, Centre for Higher Degrees by Research (CHDR) concerning the smooth and efficient operation of the Higher Degrees by Research (HDR) students. This position provides administrative support and customer services to facilitate admissions, candidature management, thesis examination and related tasks for HDR students.

AREAS OF RESPONSIBILITIES
• Admission
  Administer admission of applicants by supporting enrolment activities
• Candidature Management
   Provide support in the administration of the entire life-cycle of HDR students from enrolment to completion.
   Organise Induction programs (orientation) for HDR students.
   Administer variations to candidature (including program leave, suspensions, coursework requirements, and change in     attendance from full-time to part-time or vice versa, change to remote status, withdrawal, supervision changes, visa     extensions and so on).
   Act as the initial point of contact for the Postgraduate Programme Director (PD) of the faculties
• Examination
   Coordinate final examination of research modules (if there is any) with exam unit.
   Ensure examination components (proposal, conversion from masters to PhD and thesis) are submitted at the                 expected standards.
   Administer examiners' nominations and approvals
   Administer examinations related to the proposal, conversion from master's to PhD, thesis completion seminar and         final thesis as per the policies.
• Working Relationships and Service Provision
   Build and manage effective working relationships with candidates, staff and external stakeholders such as examiners     and external supervisors.
   Ensure a high standard of service in administering admissions, scholarship, and candidature through to examination.
   Deliver high quality and responsive service to all HDR candidates and supervisors
   Maintain a high level of interpersonal communication excellence and apply ethical and quality standards in managing     all candidature activities.
   Engender trust, provide effective team spirit
• Student Data Management and Reporting
   Ensure data related to students are kept up-to-date with regular reporting, MyRA, Setara and other audit purposes.
• Other Duties
   Execute assigned responsibilities relating to CHDR projects and initiatives
   Manage timeline/deadline and smooth execution of projects
   Execute organisation of events for HDR students, including forums, signing ceremonies, industry-sponsored events       and so on
   Other duties as required and appropriate to this position.

JOB SPECIFICATIONS
MINIMUM ACADEMIC / PROFESSIONAL QUALIFICATION
Preferably Bachelor's Degree or its equivalent.

RELATED EXPERIENCE
One or more of the below practical experiences and exposure to specific environments is desirable:
• Working in an HDR management environment
• Managing projects
• Working with complex databases such as student management systems
• Working in student administration, especially with HDR candidates

COMPETENCIES (KNOWLEDGE, SKILLS & ABILITIES)
(Required for successful performance)
• Implementing Systems: Adopting a systematic and organised approach and developing and utilising guidelines and procedures.
• Tracking Performance: Taking nothing for granted and persistently monitoring the progress of activities to ensure they are completed on time.
• Delivering Outcomes: Holding high expectations for and pushing self and others to achieve at high levels.
• Quality Focus: Ensuring accuracy and quality when completing tasks
• Communication: Effectively grasping and conveying ideas and concepts to others.
• Teamwork: Working in collaboration with others to achieve shared goals.
• Tech-savvy: Working with complex databases such as student management systems or equivalent thereof.

COMPETENCIES (BEHAVIOURAL)
(Personal qualities related to successful performance)
• Flexibility: Responding effectively to unexpected or changing circumstances.
• Assertiveness: Being willing to express ideas and opinions and justify these when questioned openly.
• Interpersonal Impact: Making a positive impression on others in a range of interpersonal contexts.
• Resilience: Dealing effectively with and recovering quickly from setbacks or pressure.
• Accountability: Assuming responsibility for making decisions and delivering agreed outcomes.
• Integrity: Maintaining confidentiality, discretion and professionalism

Job Requirements