Academic Support Executive - #1169453

1. Position Overview

The Academic Support Executive provides administrative and operational support to ensure the smooth delivery of academic programmes and proper management of student academic records.

The role supports academic scheduling, attendance, assessments, examinations, teaching resources and documentation while working closely with the Academic Director, lecturers, Student Services and other departments to ensure compliance with the PEI's policies and regulatory requirements.

2. Key Responsibilities

Academic Administration

• Prepare and maintain class schedules, academic calendars and teaching timetables.
• Coordinate classroom allocation and lesson arrangements.
• Prepare class lists, attendance records and academic documentation.
• Coordinate with lecturers on teaching schedules and academic requirements.
• Communicate timetable changes and replacement classes to students and lecturers.
• Maintain accurate and up-to-date academic records.

Student Attendance & Records

• Monitor and maintain student attendance records.
• Identify irregular or low attendance and escalate cases according to established procedures.
• Maintain records of students' academic progress, results and assessment outcomes.
• Prepare attendance and academic reports for management.
• Maintain supporting documentation for audit and compliance purposes.

Assessment & Examination Administration

• Coordinate assessments and examinations, including schedules, venues, candidate lists and invigilation arrangements.
• Ensure examination and assessment materials are handled securely and confidentially.
• Track assessment submissions, marking records and results.
• Assist in compiling and verifying assessment results.
• Maintain records of assessments, reassessments and examination outcomes.
• Support the release of results according to approved procedures.

Lecturer / Trainer Administration

• Maintain lecturer/trainer records and academic documentation.
• Assist with lecturer scheduling and teaching assignments.
• Track submission of lesson plans, teaching materials, attendance and assessment results.
• Coordinate academic deadlines and administrative requirements with lecturers.
• Course & Teaching Materials
• Prepare and organise teaching and learning materials.
• Maintain course materials, assessment papers and academic resources.
• Ensure appropriate materials are provided to lecturers and students.
• Maintain proper version control and filing of approved academic materials.

Academic Quality & Compliance

• Maintain academic documentation according to PEI policies and procedures.
• Support internal reviews, audits and regulatory requirements.
• Maintain records relating to course delivery, attendance, assessments and academic outcomes.
• Support SkillsFuture Singapore (SSG) and EduTrust Certification Scheme requirements, where applicable.
• Assist in preparing records and supporting documents for regulatory submissions and inspections.

Student Academic Support

• Attend to enquiries relating to schedules, assessments, examinations and results.
• Communicate academic deadlines and important information to students.
• Coordinate with Student Services on attendance, academic progression and student records.
• Refer matters requiring academic judgement or management decisions to the appropriate personnel.

General Administration

• Maintain organised electronic and physical academic filing systems.
• Prepare reports, spreadsheets, correspondence and administrative documents.
• Perform data entry and update student or academic management systems.
• Assist with academic meetings, orientations, briefings and events.
• Coordinate with other departments when required.
• Perform other duties assigned by the Academic Director, Principal or Management.

3. Qualifications & Requirements

• Diploma or equivalent qualification in Business Administration, Education, Management or a related discipline.
• Relevant experience in academic administration, student services or education administration is preferred.
• Experience in a Singapore PEI or training provider would be advantageous.
• Familiarity with SSG and EduTrust requirements is an advantage.
• Strong organisational and administrative skills with attention to detail.
• Good written, verbal and interpersonal communication skills.
• Ability to manage multiple priorities and deadlines.
• Proficient in Microsoft Office; familiarity with Google Workspace and student management systems is advantageous.
• Able to work independently and collaboratively.

4. Key Competencies

• Accuracy and attention to detail
• Organisation and time management
• Compliance awareness
• Confidentiality and professionalism
• Communication and teamwork
• Responsibility and accountability
• Adaptability and problem-solving