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The Institute for Functional Intelligent Materials (I-FIM) is seeking an assistant manager/manager to support the institute on all student and outreach matters. The job scope will cover:

I-FIM PhD Student Training Support

• Oversee the PhD student cohorts entering I-FIM for PhD project training and track student numbers, admissions and candidature check points, graduation (in collaboration with host academic departments)
• Support the Deputy Director (Academic Matters) on overseeing I-FIM PhD and non-graduating PhD students undergoing training at I-FIM and oversee matters in welfare, laboratory compliance, travel application and claims, and travel records and entitlements
• Support students in conference applications and conference claims
• Organize PhD student graduation parties
  
  

I-FIM PhD Scholarship Budget

• Manage I-IM core grant and budget for I-FIM scholarships
• Track allocation and expenses
• Track budget and re-forecasting
  
  

DSO Graduate Scholarship

• Support the Admin Director in overseeing the DSO Graduate Scholarship scheme
• Support the Admin Director in Project Agreements for each student, financing, WBS creation and budget tracking
• Support the Deputy Director in supervisor matching, interviews and applications
• Support the Deputy Director in students' obligation to DSO grantor: internships, progress reports, graduation, etc
  
  

NUS Student Work Scheme (NSWS)

• Handle both the pre-employment and post-employment steps for students under NSWS: job posting, contracts, verification of PhD students’ eligibility for NSWS work
• Monitor timesheet and verification of hours worked with supervisor(s)
• Monitor payment process against the timesheets worked and approved by supervisor(s)
• Maintain files and records of NSWS students
  
  

I-FIM MSc and FYP Training

• Collaborate with the Department of Materials Science and Engineering on tracking the MSc students and FYP students placed at I-FIM for training
• Coordinate safety training and card access to labs
• Manage exit administration on end of training, termination of access to labs, etc
  
  

I-FIM Internship Coordination and Management

• Coordinate the administrative and logistical aspects of internships: offer letters, contracts, Training Employment Pass (or other pass) applications if applicable, and onboarding/offboarding checklists
• Maintain records and reporting: document internships, prepare status reports (number of interns), and gather feedback from interns
• Ensure all paperwork, processes and policies (work passes, insurance, safety, payments) are followed and arranged accordingly

I-FIM Summer Schools and Workshops

• Support I-FIM Principal Investigators (PIs) on organisation of summer schools and workshops
• Oversee all administration of participants, registration, indemnities
• Oversee venues and logistics of such events
• Oversee completion certificates and documentation
• Oversee logistics for overseas participants on airfares, accommodations, etc.
• Oversee financial matters of fees (if any)

I-FIM Student Outreach and Recruitment

• Source potential scholarships and funding sources for scholarships
• Source awards, fellowships and prizes for students
• Support I-FIM PIs on outreach matters
• Support I-FIM PIs on student selection and interviews (adhoc)

I-FIM Conference and Event-Related Matters

• Speaker liaision
  • Liaise with speakers to book their flights and/or accommodation via NUS travel vendors
  • Collect speakers’ information for withholding tax (WHT) purposes
  • Act as intermediary between speakers and I-FIM HR for WHT purposes
• Invitation letters and certificates of participation
  • Prepare invitation letters for participants (pre conference) and letters of participation (post conference)
• Finance matters
  • Attend refund enquiries
  • Identify and prepare refund documents
  • Support the conference sponsorship team with billing administration
• Event secretariat support
  • Support other administrative and logistics work (e.g., prepare documents, printing, labels, name tags, transport concierge, etc)
• Event liaision
  • Attend to general enquiries about events
• Support I-FIM in the planning and execution of other events, including conferences, visits and workshops

Job Requirements

• At least 5 years working experience in a university setting, with preference for experience in managing students or academic matters
• Good communication skills (spoken and written)
• Good organisational skills and with track record of planning, development and project coordination
• Demonstration of resourcefulness and creative solution-seeking
• Good interpersonal and stakeholder management abilities
• Passion for working with students and junior scientists
• Familiarity with University policies and schemes would be an asset

More Information

Location: Kent Ridge Campus
Organization: Institute for Functional Intelligent Materials
Department : Administration & Corporate Services
Job requisition ID: 30989