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Manager, Office of the Registrar

Office of the Registrar

Job Description

Reporting to the University Registrar, this position will provide secretariat and administrative support to SUSS Registrar in the following scope of works:
1. SUSS Board of Trustees and its Sub-Committees
• liaise with MOE and lawyers on matters relating to Board’s new appointments, renewal, resignation and/or termination as well as registration and updates with ACRA and Government bodies
• coordinate board paper submissions, resolution papers and other related documents (e.g. annual Key Management Personnel declaration) required for dissemination to Board
• take minutes of Board meetings
• make logistical arrangements for Board meetings
• work with Comms and CITS on all the related company's updates, annual reports, websites, panel board and brochures
2. SUSS Academic Board
• coordinate board paper submissions, circulations and other related documents required for dissemination to or approval from Board
• follow-up on matters arising/pending from Academic Board and provide updates to Board where required
• follow-up on ad-hoc circulation requests and to obtain approval from Board
• covering as minute taker in the absence of primary minute taker
3. Directors’ Meeting
• coordinate meeting and take minutes of meeting
• follow-up on matters arising from meeting
4. Budgets for Registrar’s function under Office of the Registrar and Admin Departments
• plan and track annual budget relating to BOT and Registrar’s Office
• coordinate and track all the admin budgets under the Office of Registrar.
5. SOPs management
• work with admin departments and offices in updating and maintaining all SOPs periodically or annually
• upload SOPs on SUSS Intranet and QAU portal and keep record of hardcopy SOPs within Registrar’s Office
6. Appeals to Registrar
• work with admin departments and schools on appeals to Registrar via various channels, e.g. MOE, MPs, parents, students, and coordinate responses for these appeals
7. PDPA-related matters
• assist in any PDPA-related issues and requests raised by internal staff
• assist in reviewing and updating of policies and procedures in the system, when necessary
• manage DPO role-based mailbox
8. Other administrative matters
• support all miscellaneous administrative matters not described above but are handled by Registrar
• manage Registrar role-based mailbox
• support university-wide events
• support any other duties as assigned by the Registrar or Senior Management at the Office of the President


Job Requirements

  • Degree holder with at least 8-10 years of relevant working experience
  • Proficiency in English to communicate with faculty/associates staff and assisting with PDPA issues
  • Experience in providing secretarial support to senior management and company Board is an advantage
  • Attention to detail and commitment to accuracy
  • A team player with good interpersonal skills and the ability to collaborate effectively at all levels
  • Ability to work independently, multi-task and be pro-active


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