This is a 11-month contract for an Executive, Admin position in the School of Film & Media Studies.
EXECUTIVE, ADMIN (11-MONTH CONTRACT) - SCHOOL OF FILM & MEDIA STUDIES
Ngee Ann Polytechnic
Fixed TermsClosed
What the role is
What you will be working on
Course hiring / coordination
To coordinate with course leads and other departments—Continuing Education and Training Academy (CETA), Estates, Eco & Safety Office (EES), Human Resource & Organisational Development (HROD) etc.
To process information – data entry, track deadlines, update records and uploads to central repository.
To assist in hiring staff – schedule interviews with candidates and course leads, manage arrangements such as room booking, contact candidates and retrieve documents, draft hiring forms.
Logistics
To administer staff passes – coordinate with stakeholders, arrange for card programming and facility access, distribute and track card issuance.
To be responsible for catering orders – confirm run dates and pax with course leads, liaison with caterers on dates and supporting documentation, select and confirm menu.
To manage classroom booking – retrieve timetables, book venues, inform stakeholders.
To provide logistical support to Associate Trainers onsite during training days, as needed.
Teaching claims processing
To aid in teaching claim submission – remind course leads and retrieve confirmed timesheets, check and verify hours with timetables.
To consolidate entries according to HR templates, inform trainers and adjunct staff on claim acknowledgement.
Others
To support the school in other CET administrative duties.
To support the school in coordination work with suppliers / vendors related to CET initiatives.
To support the school in updating content on the CET website, as needed.
What we are looking for
At least 2-years’ experience in the following areas:
1. Administrative Support:
Experience managing day-to-day tasks like scheduling, filing, data entry, and document handling using office software (e.g.Microsoft Office and etc.).
2. Customer Service & Communication:
Handling inquiries (calls & emails), and maintaining smooth communication across teams with strong verbal and written skills.
3. Organization & Time Management:
Proven ability to prioritize tasks, multitask, and manage time effectively in a busy office environment.
4. Basic Financial & HR Support:
Assisting with invoicing, petty cash, maintaining employee records, and helping in recruitment or onboarding.
5. Event & Project Coordination:
Experience organizing meetings, workshops, or small projects, ensuring deadlines are met and follow-ups are handled.
About Ngee Ann Polytechnic
At Ngee Ann Polytechnic, our nine academic schools offer over 40 full-time diplomas to a growing student population of more than 15,000. As a public tertiary institution, internationally-recognised for its academic excellence and close industry links, NP prides itself on having a dedicated and professional teaching faculty, complete with campus facilities that are among the finest in the world.
An institution of higher learning, Ngee Ann Polytechnic believes in giving every student an enriching learning experience and every employee the opportunity to build a meaningful career.
If you are a self-starter with an innovative mind, a versatile person with the drive for all-rounded excellence, and a dedicated team player who shares our vision and values, we invite you to join our inspired team.