Management Assistant Officer, Admin Operations

Job Description

The National University of Singapore is seeking a highly motivated candidate as a Management Assistant Office at the Yeo Boon Khim Mind Science Centre (MSC). The Centre has been driving translational research in mind health and developing community interventions to enhance emotional resilience and optimize cognitive performance, across life trajectory. The Yeo Boon Khim Mind Science Centre is a National University of Singapore (NUS) and National University Health System (NUHS) Centre.

Appointments will be made on a 2-year contract basis with the possibility of extension.

Reporting to the Associate Director, the incumbent will support the operations and administration of the MSC, ensuring efficiency and excellence in financial management, procurement, grant and gift processing, HR, event coordination, and Secretariat functions.

Duties & Responsibilities

ADMINISTRATION, PROCUREMENT AND HUMAN RESOURCE

1. Support day-to-day operations, including office management, procurement, budgeting, and grant monitoring.
2. Prepare timely reports to management and provide Secretariat support to Committees and Boards.
3. Assist Academic Board matters, research grants, and Seed Grant Call.
4. Coordinate MSC events, including conferences, webinars, and workshops.
5. Manage procurement processes, fund availability, and vendor relations while ensuring compliance with policies.
6. Support HR functions, including recruitment, onboarding, and reappointments for admin, research, and academic staff and visitors.
7. Manage the Centre Director's calendar, travel arrangements, and expense claims.
8. Handle other administrative tasks and ad-hoc projects as assigned.

FINANCE AND ACCOUNTING

1. Manage fund accounting, including billings, accounts receivable, grant claims, revenue accounting, and attend to audit by grantors and internal audit.
2. Monitor budgets, utilisation, and financial performances, preparing reports for management and Boards.
3. Work with research teams, funding agencies, Academic Board, Dean’s Office and Office of Finance on funding matters, accounts creation and management, and reporting.
4. Work with internal stakeholders and manage gift process and administration to ensure compliance with NUS Fundraising Governance guidelines.
5. Maintain donor database, prepare receipts, thank you letters and regular updates to management and the Fundraising Committee.

Qualifications

1. Diploma in a related discipline with at least 1 year of relevant working experience.
2. Strong organisational skills, attention to details, and able to work effectively with multiple stakeholders in a dynamic environment.
3. Able to communicate well (spoken and written) across all levels.
4. Proficient in Microsoft Office.
5. Meticulous, proactive and resourceful.
6. Tact and discretion in handling confidential information.

More Information

Location: Kent Ridge Campus

Organization: Yeo Boon Khim Mind Science Centre

Department: Yeo Boon Khim Mind Science Centre

Employee Referral Eligible:

Job requisition ID: 28047