Executive/Senior Executive, Student Services

THE ROLE: Executive/Senior Executive, Student Services

This role manages the operations of assigned programme portfolio(s) by scheduling timetables, coordinating on course materials, and overseeing student enrolment and data management. The role involves monitoring students' class and self-study attendance, preparing reports for management, and addressing administrative matters in collaboration with stakeholders.

Key Responsibilities:

• Course Planning: Project class sizes, plan timetables, set up course details in KSS, Navision and LMS (where applicable), book classrooms, and manage course materials and teaching resources effectively. Arrange for make-up classes in lieu of clashed sessions and inform students.
• Enrolment and Student Status Update: Oversee students' module enrolment process, regularly update student status and ensure accurate student data management in KSS. Prepare contract templates, issuance and update Study plans.
• Student Class Attendance Monitoring: Track and monitor student attendance for both in-class and self-study sessions. Ensure interventions, if any, are completed in a timely manner.
• Student Administrative Changes: Manage processes related to student remodules, course transfers, withdrawals, deferments, resumptions, extensions, and handling of inactive students.
• Refund and Credit Note Management: Administer the processing of student refunds and issuance of credit notes.
• Student Conduct (Non-academic and Academic): Do filing of all closed student conduct cases.
• Academic Intervention Coordination: Identify students who did not meet academic progression requirements and track students' attendance and results.
• Student Financials: Provide and verify class lists for students/university partner's billing. Raise credit notes as requested by Finance or Student Financial Services. Check on unit fee entitlement and follow up on payment.
• Student's Pass: Input and update necessary data for Student's Pass cancellations and renewals.
• Exam, Assignment and Test Coordination Prepare and provide student lists for supplementary and deferred assessments for Exam Office.
• Transcript and Certificate Management: Prepare graduate lists for Finance's clearance, pack transcripts and certificates and liaise with Materials Distribution Centre
• Graduation Ceremony: Coordinate logistics for seating arrangements and onsite registration.
• Data Reporting: Prepare and submit regular data and performance reports as required by management or the authorities.
• Student Engagement: Draft programme updates, send notifications via K360 app, respond to email enquiries, phone calls, and walk in enquiries.
• Student Surveys: Schedule and notify students of student surveys, ensuring student voices are heard.
• Others: Undertake specific projects as required by the Line Manager.

Qualifications

Academic & Professional Qualification:

• Minimum Diploma in any discipline

Work Experience:

• Preferably 1 year of work experience in customer services within the education sector

Generic Competencies:

• Analysis
• Communication
• Change Agent
• Problem Solving and Execution

Technical Competencies:

• Planning & Organisation Skills
• Data Management Skills
• Navision, SIS
• University Learning Portal
• Familiar with SSG Requirement and ICA regulations
• Negotiation Skills
• Time Management Skills

Software Skills:

• Microsoft Applications (Words, Excel, PowerPoint, Teams etc.)
• OneDrive, SharePoint
• AI tools (e.g. ChatGPT)

• Working Hours: Monday to Friday, 9am to 6pm.
• Work Arrangements: Hybrid (Blend of in-office and remote work)
• Location: Wilkie Edge