Faculty Support Associate

Position Overview:

This is a full-time role that provides administrative and secretarial support to faculty. Key duties include facilitating communication, organising seminars and travel, handling student queries, maintaining records, coordinating office supplies, and assisting with research materials and course packages. The ideal candidate is to be organised, trustworthy, and proactive in balancing faculty support, student interaction, and operational efficiency.

Key Responsibilities

Facilitate Office/Departmental Communication and Coordination:

• Performing activities relating to communication and coordination (within the department and externally), including typing various documents, such as emails, announcements, minutes, reports, etc.
• Providing support in streamlining processes for the area/department
• Providing support in arranging/coordinating seminars, lectures, sessions, etc. (including arranging for relevant marketing materials, photocopies, etc)
• Assisting in planning and coordinating various activities at the departmental and/or school level
• Arranging local and international travel and stay for faculty who attend conferences, seminars, training courses, etc. Coordination with the Dean’s Office to get approval.
• Assisting in various administrative tasks (including photocopying, maintaining attendance log, etc.) as and when required

Customer Service:

• Providing relevant information to and interacting with the students (and parents if required)
• Attending to, and following up on student queries/complaints/requests
• Escalating issues to the appropriate faculty member if required; document issues via an email to the supervisor
• Dealing with enquiries regarding the school and its various programs and activities.

Perform critical record-keeping activities:

• Maintaining department-specific files in an organised manner/system
• Keeping a record of different committees.
• Generating various reports as and when requested

Office Coordination:

• Ensuring the timely delivery of office supplies to the faculty/department
• Being responsible for ensuring the maintenance/ general upkeep of offices

Other:

• Assisting faculty members in the collection of material for their research projects.
• Assisting faculty members in finalising course outlines and course packages.

Knowledge & Skills:

1. Well familiar with office use of equipment.
2. Written and verbal communication skills
3. Working knowledge of MS Office (Word, Excel, PowerPoint, Outlook)
4. Time management and organisational skills (ability to prioritise tasks)

Behaviours:

1. Trustworthy & Discreet
2. Proactive & Service-Oriented
3. Organized & Detail-Oriented
4. Adaptable & Flexible
5. Good Communicator
6. Team Player with Initiative

Qualifications:

Bachelor’s(hons) or Master’s degree from an HEC-recognised institute.

Experience:

Up to 2 years of experience in a coordination and support role with any reputed organisation.