Assistant Manager (Admin & Operations)

Date: 7 Feb 2024


Company: National University of Singapore

Job Description

Reporting to the Director of Institute for Applied Learning Sciences and Educational Technology (ALSET) (to be renamed Centre for Embodied Learning & Living (CELL)), the candidate shall support the institute’s growth strategy by ensuring efficient operations and seamless end-to-end administration of the research related activities.


Director Matters

  • Assist and support the Director in project activities and administrative matters including calendar events, making travel arrangements, receiving guests etc.
  • Perform other appropriate admin duties assigned by the Director of the Institute


HR Matters

  • Liaise with the Human Resource team on the on-boarding, hiring and re-appointment of research staff, students and interns 
  • Staff welfare – discuss and assist to organize team building sessions
  • Assist researchers with their queries (e.g. submission of claims etc).


Finance Matters

  • Coordinate with grantors, track the receipt of funds, work with the Project Manager and respective business units to prepare documents for audit and verify payments and claims, fixed assets verification, etc.
  • Monitor the project funds utilization and work with Project Manager and Finance colleagues to ensure budget availability for all expenditures.


Grant Management

  • Act as the primary liaison with the grantors on all operations matters and reporting.
  • Manage grant awards, creation of project accounts and progress reporting.
  • Oversee the submission of applications to grant calls or research and collaboration agreement.


General Operations

  • Manage the daily operations
  • Work with Project Manager to organize project team meetings and collate meeting minutes.
  • Coordinate engagements with collaborators and visitors including coordination of the set-up of off/on site meetings and events.
  • Coordinate the publicity and logistics preparation for workshops, seminars, and events.


Procurement Matters

  • Coordinate with NUS procurement office to procure supplies (e.g., lab equipment, stationary, computer equipment, name cards and hospitality refreshments, etc)


  • Bachelor Degree with minimum 5 years of work experience in a fast-paced, dynamic environment.
  • Knowledge of tools such as Microsoft Office, Power BI
  • Demonstrate initiative and good interpersonal communication skills.
  • Good writing skills and a team player.
  • Able to multi-task and deliver under tight deadlines.
  • Proactive and willingness to learn new skills and knowledge.
  • Analytical, numerate, resourceful and energetic. 
  • Previous administrative experience at NUS and familiarity with internal tools such as iRIMS Cayuse, NUS Concur, Research Grant Administration Portal (REGAL) is an added advantage

More Information

Location: [[Kent Ridge Campus]]

Organization: [[National University of Singapore]]

Department : [[Inst for Appln of Learning Sci and Ed Tech]]

Employee Referral Eligible: [[No]]

Job requisition ID : [[23007]]