Job description
The Academic Assistant (Postgraduate Program) will report to Vice Dean of College of Engineering and Computer Science and Coordinate and support the operation of the College’s research-oriented postgraduate programs, including Research Master’s and PhD programs; ensure that activities related to admissions, onboarding, academic administration, research, scholarships, teaching assistantships, progress monitoring, and student support are implemented fully, accurately, and in a timely manner.
The position serves as the key coordination point among postgraduate students, faculty supervisors, Program Directors/Academic Leadership of the College, and relevant University departments.
KEY RESPONSIBILITIES
Academic Administration
- Coordinate semester planning, schedules, and classroom allocation
- Ensure course readiness (Canvas, syllabus, learning materials)
- Track student progress (coursework, capstone, thesis, defenses)
- Support exams, grading, and graduation processes
- Prepare reports for Program Directors (PDs) and the Dean
Student & Program Coordination
- Support postgraduate students and monitor academic progression
- Assist in implementing integrated programs (e.g., 3+2, overseas study)
- Track student performance during international study periods
Collaboration & Operations
- Coordinate with internal units (Admissions, Registry, RMO, Finance)
- Liaise with external partners for joint and mobility programs
Events & Activities
- Organize academic events (thesis defenses, seminars, milestone reviews)
- Support admissions and college-level events
Program Development & Reporting
- Support development of new programs and program documentation
- Collect data, prepare reports, and support quality assurance processes
Finance & Payments
- Manage program-related payments (events, materials)
- Process monthly PhD scholarships
Other duties:
- Perform other related duties as reasonably assigned by CECS leadership.
Requirements
EDUCATION AND EXPERIENCE
- Bachelor’s degree or higher; preferably in Education Management, Business Administration, Science/Engineering, or a related field.
- At least 3–5 years of relevant experience in academic administration, graduate education, student services, research administration, or project coordination is preferred.
- Experience working in an international university environment or with postgraduate/graduate education programs is highly desirable.
KNOWLEDGE, SKILLS AND ABILITIES
- Strong organizational, planning, and multitasking skills, with the ability to manage multiple priorities simultaneously.
- Strong attention to detail, with a proactive approach to follow-up and ensuring tasks are completed within deadlines.
- Strong communication and coordination skills, with the ability to work effectively with faculty members, students, and multiple functional teams.
- Ability to handle unexpected situations flexibly and professionally, with a strong service-oriented mindset.
- Proficiency in Microsoft Office, particularly Excel, Outlook, Word, and data management tools.
- Ability to work effectively with academic administration and data management systems.
- Good command of English, with the ability to communicate and work regularly in an international academic environment.
