Management Assistant Officer (Academic Liaison & Strategic Relations)

Job Description

This position is in the Joint Office of Academic Medicine, under the SingHealth Duke-NUS Academic Medical Centre. This role includes 2 key functions in Academic Liaison and Strategic Relations as well as Department Administration. The successful candidate will be part of the Academic Liaison and Strategic Relations team with the mission to drive academic liaison and strengthen strategic relations which includes facilitation of collaborations, academic fellowships, academic medicine events, academic visits and engagement with key stakeholders across SingHealth, Duke-NUS, NUS, Duke Health in Durham USA, and other strategic partners. The incumbent will assist the team lead to provide administrative support, to undertake roles akin to an internal and external liaison.

In addition, the incumbent will also serve as the Department Administrative Officer to support administrative matters for the department. This position reports to the Team Lead for Academic Programmes Support and Evaluation under the oversight of the Deputy Director of Academic Programmes Management Department. The work responsibilities will include but not limited to the following: 

• Provide secretarial support to the Deputy Group Director, Academic Medicine.
• Undertake day-to-day office administrative duties including coordination of team meetings, scheduling of department meetings and other admin tasks such as managing stationery, department filing and storage system, fixed assets management, maintaining department database, etc.
• Support the procurement of department necessities across SingHealth and Duke-NUS.
• Coordinate staff on-boarding and off-boarding matters including preparation of laptops, access cards, orientation schedules, etc.
• Assist as point-of-contact to coordinate and disseminate information across the department/office, including Call Tree, as required.
• Liaise with SingHealth and Duke-NUS IT on new Visitor/Partner accounts and Network access for eligible Academic Medicine stakeholders 
• Schedule Zoom webinars for Academic Clinical Programmes (ACP) and Academic Medicine stakeholders.
• Liaise with Duke-NUS IT and the ACPs to manage fixed assets - ie laptops and computers.
• Prepare and disseminate ACP Directory and ACP organisation charts on a quarterly basis.
• Perform other related duties incidental to the work described therein or as assigned by the department. 

Job Requirements

• Diploma or equivalent in a related discipline with at least 3 to 5 years of experience in a relevant administrative position.
• Prior work experience in a research or academic environment would be advantageous.
• Able to perform analytical and coordination work. 
• Meticulous, well-organised and have good time management to work in a fast-paced environment.
• Able to communicate clearly, an independent worker who is also a strong team player and collaborator who possesses the initiative to complete tasks and projects assigned.
• Possess good command of written and spoken English.
• Proficient in general software applications such as Microsoft Office, Canva and Adobe Photoshop that facilitate work operations.

We regret that only shortlisted candidates will be notified.

More Information

Location: Outram Campus

Organization: Duke-NUS Medical School

Department : Office of Academic Medicine

Employee Referral Eligible: No

Job requisition ID : 22561