Executive - Candidature Management

The Executive 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
o Administer admission of applicants by supporting the following
o Providing admission-related documents and supporting Letters for Visa applications for international students
o Preparing appointment letters for new intake students’ supervisors.

• Candidature Management
o Process co-supervisory nominations/ change of supervisory nominations and prepare the appointment letters.o Coordinate the supervisory change alignment meetings among the current and new supervisors and the students.
o Administer variations to candidature and other change requests (change from full- time to part-time or vice versa, off-campus applications, change of titles, extension requests and so on).
o Attend to requests in terms of letters from the students and supervisors in consultation with the Manager and candidature Management.
o Provide documentation and supporting letters to International Offices (IO) for student visa renewal.

• Examination
o Assist in managing the progress report submission for the Manager for Candidature Management– including setting the period of submission, monitoring and reporting submissions regularly to the Head, CHDR and the schools, and resolving issues in submission both for students and supervisors promptly to ensure that the progress reports submitted on time for progression monitoring.o Process the honorarium payments for examiners.
o Ensure timely upload of students' theses into the electronic repository system.

• Working Relationships and Service Provision
o Build and manage effective working relationships with candidates, staff and external stakeholders such as examiners and external supervisors.o Ensure a high standard of service in administering the progress report submissions
o Deliver high-quality and responsive service to all HDR candidates and supervisors
o Maintain high interpersonal communication excellence and apply ethical and quality standards in managing all candidature activities.
o Engender trust and provide effective team spirit

• Student Data Management and Reporting
o Ensure data related to students are kept up to date for regular reporting, MyRA, Setara and other audit purposes.
o Execute assigned responsibilities relating to CHDR projects and initiatives
o Manage timeline/deadline and smooth execution of projects
o Execute organisation of events for HDR students, including forums, signing ceremonies, industry-sponsored events and so on
o Other duties as required and appropriate to this position.

JOB SPECIFICATIONS
MINIMUM ACADEMIC / PROFESSIONAL QUALIFICATION
Preferably a 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 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