Education Operations Executive (Administration)

The role supports the day-to-day operational running of the College's educational programmes for dentists and dental assistants. This role owns timetabling, student/participant records, SkillsFuture and EduTrust compliance administration, and vendor/course liaison, freeing up capacity for course development, marketing, and stakeholder communications.

Working Hours & Conditions
. Standard hours: [ Mon-Fri, 9am-6pm]
. Evening/weekend work: This role occasionally requires staying back for evening or weekend courses, lectures, and events.
. Time-off-in-lieu: Staff will be granted time off-in lieu on a case-to-case basis, to be approved your manager.

Key Responsibilities
1. Timetabling & Scheduling
. Build and maintain course timetables across concurrent programmes (e.g. Graduate Diploma courses, CPE/CDE
lectures, certification courses)
. Coordinate room/venue bookings (incl. Q&M City Square Mall Auditorium) and resolve scheduling conflicts
. Communicate schedule changes to trainers, students, and internal stakeholders promptly.

2. Records Management
. Maintain accurate, up-to-date student/participant records (enrolment status, attendance, certification status)
. Track SDC/CPE accreditation documentation and supervisor eligibility records where required
. Ensure records are audit-ready for EduTrust and other accreditation compliance checks

3. EduTrust Compliance Administration
. Maintain audit-ready EduTrust documentation, including student contracts, FPS records, refund and withdrawal
documentation, policies, manuals, forms, and evidence files.
. Ensure enrolment, fee collection, receipt issuance, student protection, support services, and complaints handling comply with EduTrust requirements.
. Coordinate internal reviews and audits, prepare Management Review Meeting agendas and minutes, and compile evidence for CPE/EduTrust site assessments and submissions.
. Monitor quarterly KPIs, work plans, surveys, trends, and key reports prepare independent analyses and improvement plans for underperformance.
. Track corrective and improvement actions, maintain version-controlled records, and follow up with departments to ensure timely completion.
. Review required submissions, including the FPS File and Annual Returns, and serve as the central contact for QA and compliance matters.
. Stay updated on EduTrust requirements and recommend process changes to maintain compliance and continual
improvement.
. Ensure the QA system remains aligned with EduTrust requirements

4. SkillsFuture Administration
. Process SkillsFuture Credit claims for eligible courses - verify eligibility, submit claims via the relevant government portal, and track claim status through to disbursement
. Maintain accurate records of SkillsFuture-eligible course runs, claim submissions, and supporting documentation for audit purposes
. Act as the go-to person for participants SkillsFuture-related queries (eligibility, claim process, top-ups)
. Liaise with SkillsFuture Singapore (SSG) or relevant agencies on claim issues, course listing updates, or compliance requirements
. Keep up to date with changes to SkillsFuture funding schemes and flag implications for course pricing/eligibility to line manager.

5. Course Liaison
. Serve as the operational point of contact between College, course instructors/speakers, and participants for each course run
. Coordinate with instructors on course logistics - materials, timing, venue/equipment needs, changes to schedule
. Liaise with participants throughout the course lifecycle (pre-course joining instructions, in-course logistics, postcourse certificates/follow-up)
. Coordinate with internal teams (marketing, accreditation) to ensure course details are consistent across all materials and communications

6. Vendor & Supplier Liaison
. Serve as primary point of contact for external vendors (e.g. venue services, printing, equipment suppliers, guest
speaker logistics)
. Manage vendor timelines, deliverables, and basic invoicing/PO follow-up
. Flag vendor issues or delays early to the line manager

7. General Course Administration
. Support course setup end-to-end: registration logistics, materials preparation, on-the-day coordination
. Respond to routine student/participant enquiries escalate complex cases
. Assist with maintaining course files, templates, and SOPs for repeatable processes

8. Cross-functional Support
. Provide administrative support to marketing/comms and accreditation workstreams as needed (e.g. compiling
participant lists, formatting materials)
. Participate in process improvement initiatives to reduce manual/repetitive admin work.

9. Any other ad hoc duties as assigned

Requirements
. Diploma or Degree in any field healthcare, education, or business administration background preferred
. 2-4 years experience in course coordination, education administration, or operations support
. Strong organisational skills comfortable managing multiple concurrent timelines
. Proficient in Microsoft Office (especially Excel and Outlook)
. Clear written and verbal communication
. Detail-oriented, with a proactive approach to flagging issues before they escalate
. Experience in a healthcare, dental, or education institution
. Able to organize work and follow a systematic workflow
. Highly proficient in Microsoft 365
. Strong presentation skills