Chia Nicholas

Played a key role in supporting the successful pilot and first implementation of NTU’s Care, Serve, Learn (CSL) programme for over 600 students and more than 2500 students respectively by managing operational workflows, coordinating with internal and external stakeholders, and streamlining student administration processes. Key responsibilities included overseeing course registration and placement processes, supporting student communications, monitoring programme progress, and resolving operational issues in a timely manner. Contributed to process improvements and system enhancements to strengthen operational efficiency and enhance the overall student experience. Supported users across multiple university systems and digital platforms by providing clear guidance on processes and system usage. Monitored outstanding cases, maintained accurate records, and followed up with students and stakeholders to ensure timely resolution. Contributed to system testing, process improvements and system enhancements by identifying operational issues, documenting requirements and user feedback, and working with relevant teams to improve operational efficiency and the overall student experience.

Perform buying duties for all departments which include items required for curriculum, school activities, admin, operations, recruitment of new staff etc. via government GEBIZ portal including seeking approval before purchasing, liaising with suppliers, preparing for contracts. Maintain communication with suppliers during procurements to ensure timely delivery while maintaining compliance with the requirements of the procurement documents. Monitor costs and expenses to assist in budget preparation. Create projections of future demand to be prepared. Managed procurement processes across school departments using the Government Electronic Business (GeBIZ) platform, including publishing ITQ/RFQ/ITT requests, retrieving and reviewing bids, verifying information and approvals, processing awards and issuing Purchase Orders. Provided guidance to staff on procurement procedures and system-related processes while ensuring compliance with government SOPs. Oversee Parent Meet Teacher process for General Office.- Preparation and generation of letters to parents and teachers’ comment.- Ensure all other parts run smoothlyProcess students' medical records and students' information (Class appointments and contact information) for updating into the system. Coordinating and main liaison of School Publications (College Day booklet, principal report, student handbook, college calendar, school prospectus)Handled a variety of administrative duties such as Customer Service (gen. counter/phone inquiries), planning, and coordination of meetings and writing of minutes of the meeting, manage and distributing incoming emails and correspondences, Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints. Canteen Committee Member- Minutes Taking- Oversee recruitment of new stalls- Conduct survey to find out feedback from staff and teachers

Support the management and administration of academic courses, including course set up and registration. Support the administration of the appointment/deployment of course instructors and extending academic and administrative services to students. General administrative duties such as collation of data, preparation of reports and information updates for internal and external stakeholders. Support department events and activities. Planning Committee Member, SUSS–UOB–SMF Global Leadership Symposium (2023–2025) – Served on the planning committee for the annual symposium, coordinating event planning, stakeholder engagement, programme logistics, and execution to deliver a successful leadership event involving academia and industry partners. Planning Committee Member, Student Success Centre Celebrate Success Event, Singapore University of Social Sciences (SUSS) (2023–2024) – Served on the planning committee for the Student Success Centre's annual Celebrate Success event, which recognises and celebrates the achievements of students, student leaders, mentors, and partners who have contributed to the university community. Supported programme planning, stakeholder coordination, event logistics, and on-site execution to deliver a meaningful appreciation and recognition event. Assist with other tasks and duties as assigned by supervisor.

Perform buying duties for all departments which include items required for curriculum, school activities, admin, operations, recruitment of new staff etc. via government GEBIZ portal including seeking approval before purchasing, liaising with suppliers, preparing for contracts. Maintain communication with suppliers during procurements to ensure timely delivery while maintaining compliance with the requirements of the procurement documents. Monitor costs and expenses to assist in budget preparation. Create projections of future demand to be prepared. Managed procurement processes across school departments using the Government Electronic Business (GeBIZ) platform, including publishing ITQ/RFQ/ITT requests, retrieving and reviewing bids, verifying information and approvals, processing awards and issuing Purchase Orders. Provided guidance to staff on procurement procedures and system-related processes while ensuring compliance with government SOPs. Oversee Parent Meet Teacher process for General Office. - Preparation and generation of letters to parents and teachers’ comment. - Ensure all other parts run smoothly Process students' medical records and students' information (Class appointments and contact information) for updating into the system. Coordinating and main liaison of School Publications (College Day booklet, principal report, student handbook, college calendar, school prospectus) Handled a variety of administrative duties such as Customer Service (gen. counter/phone inquiries), planning, and coordination of meetings and writing of minutes of the meeting, manage and distributing incoming emails and correspondences, Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints. Canteen Committee Member - Minutes Taking - Oversee recruitment of new stalls - Conduct survey to find out feedback from staff and teachers

Procurement & Purchasing Executed procurement duties across departments—covering curriculum needs, school activities, admin, and recruitment—through the government GeBIZ portal. This included seeking approvals, liaising with vendors, and preparing contracts, which resulted in cost-effective purchases and compliance with procurement policies. Guided staff on the end-to-end procurement process, including ITQ/RFQ/DC and post-contract management—building procurement literacy and ensuring consistency with government standards. Monitored inventory of office supplies and purchased materials within budget constraints—ensuring resource availability while optimizing expenditure. Created projections of future procurement demand based on historical data and programme needs—allowing the school to plan and allocate resources effectively while avoiding stockouts and over-purchasing. Supplier Communication Maintained consistent communication with suppliers during procurement processes—ensuring timely delivery of goods and services while upholding contract requirements and compliance with procurement documentation. Budget Monitoring Monitored costs and expenses related to school operations and procurement—contributing accurate data for budget forecasting and aiding the finance team in more precise budget preparation. GeBIZ Procurement Tasks Published ITQ, RFQ, ITT, and DC calls via GeBIZ—ensuring proper procurement procedures were followed in accordance with government guidelines. Retrieved and evaluated bids through GeBIZ—ensuring specifications compliance, price competitiveness, and supplier credibility to support fair and optimal selection. Verified bid details and secured necessary approvals in alignment with government SOPs—upholding transparency and accountability. Analyzed vendor proposals for compliance, delivery timelines, and past performance—leading to better-informed procurement decisions and minimizing risk. Processed award recommendations and issued Purchase Orders efficiently—ensuring procurement timelines were met without delays to operations. Parent-Teacher Meeting Administration Oversaw the Parent-Teacher Meeting process for the General Office—by preparing and generating parent letters and teacher comments, and coordinating all logistics to ensure smooth execution and positive stakeholder experience. Processed and updated students’ medical records and appointment/contact details into the school system—ensuring accurate and up-to-date student information to support care and administration. School Publications Coordination Led coordination efforts for major school publications, including the College Day booklet, principal’s report, student handbook, college calendar, and school prospectus—ensuring timely production, accuracy, and alignment with school branding and goals. General Administrative Duties Managed a wide range of administrative responsibilities including front desk customer service, phone/email handling, meeting scheduling, minute-taking, and correspondence distribution—improving communication flow and operational support across the school. Canteen Committee Member Recorded meeting minutes and maintained proper documentation of canteen committee activities—ensuring accountability and follow-up. Oversaw the recruitment process for new canteen stalls—resulting in a diversified food offering aligned with staff and student preferences. Conducted staff and teacher surveys to gather feedback on canteen services—informing decisions to improve food quality and variety.

Job Scope: 1. Annual CCP Event Planning & CCA Allocation Coordinated the annual planning and scheduling of school and Co-Curricular Programme (CCP) events and activities, as well as the managed allocation of students to various CCAs—ensuring efficient execution of the school’s co-curricular calendar and optimal student engagement. 2. Strategic CCP Work Plans Facilitated the development of annual work plans for CCPs as part of the school’s strategic planning process—aligning programme goals with the school’s overall vision and enhancing the quality and coherence of CCP initiatives. 3. Facilities & Manpower Management Managed the planning and allocation of school facilities for CCP groups, along with manpower and logistics—ensuring smooth coordination and optimal use of limited school resources for all CCP activities. 4. Event Procurement Facilitated procurement processes for CCP-planned events throughout the year—ensuring all logistical needs were met while complying with procurement policies and supporting successful event execution. 5. Instructor & Coach Engagement Assisted in the engagement of CCP instructors and coaches in consultation with teachers—supporting the hiring of qualified individuals to deliver quality co-curricular instruction. 6. Logistics Support Supported teachers with the arrangement of transport, logistics, and venue bookings for CCP activities—contributing to the seamless implementation of events and learning journeys. 7. Equipment Management Assisted in maintaining and stockkeeping equipment used across all CCP activities—ensuring availability, accountability, and operational readiness of materials for students and staff. 8. Student Attendance & Record Updating Updated students’ attendance and CCP records promptly in the school’s Cockpit system—ensuring data accuracy for performance monitoring and audit readiness. 9. Risk Management Monitored risk assessment protocols for CCP activities and related school trips—ensuring student safety and adherence to school safety guidelines and approval processes. 10. Coach Payment Processing Assisted in coach payment procedures by verifying attendance and ensuring timely submission—minimizing delays in payment and fostering positive relationships with external vendors. 11. Front Desk Duties Performed front desk responsibilities such as managing visitor passes, answering phone calls, and attending to walk-in parents—ensuring professional service and smooth school reception operations. 12. School Event & Programme Support Supported the school in area duties, learning journeys (local and overseas), and enrichment or CCA programmes—contributing to the successful execution of school-wide initiatives and student development opportunities. 13. Small-Value Procurement Procured small-value items for various departments—ensuring timely availability of essential materials while adhering to budget and procurement policies. 14. Ad Hoc Administrative Support Executed other ad hoc duties as assigned by the reporting officer—demonstrating flexibility and a commitment to the overall efficiency of school operations.

Coordinating the annual planning and scheduling of school/CCP events and activities throughout the year, as well as manage the allocation of students to different CCA Facilitating the annual work plans for CCPs as part of the strategic planning process of the school Managing the planning and allocation of facilities for the various CCP groups to conduct their activities and manage manpower, logistic and facilities Facilitating procurement for the various events that the CCP Groups planned for throughout the course of the year Assisting in the engaging of instructors and coaches for CCPs in consultation with the teachers Supporting teachers in the arrangement of transport, logistics and facilities/venues arrangements for the various CCP activities Assisting in the maintenance and stock-keeping of equipment required for all CCP activities Timely updating of students' attendance and CCP records in school cockpit Look into risk-assessment management of the various CCPs and related school trips/learning journey Assisting in payment for coaches by ensuring accuracy of coach attendances. Ensure timely submission of coach attendances to minimise late payments. Assisting in front desk duties such as changing of passes, answering phone calls and attend to walk in parents. Supporting the school in area duties, local/overseas learning journies and school CCAs/enrichment programmes. Procuring of small value items for various school departments. Any other adhoc duties assigned by reporting officer.