Job Description

The Assistant Manager will play a pivotal role within the Division of Graduate Medical Studies (DGMS), acting as an essential contributor to the smooth functioning of administrative and financial operations. This role demands a hands-on approach to office management, financial processes, and student record administration to uphold compliance with National University of Singapore (NUS) standards and to support faculty and staff efficiently.

Key Responsibilities

1) Office Administration and Procurement

• Oversee day-to-day administrative functions within DGMS, ensuring seamless coordination of office activities and fixed asset management.
• Manage office procurement activities, including sourcing and purchasing of supplies and event-related materials, while adhering to budgetary constraints and procurement policies.
• Coordinate hiring procedures for agency and contract staff, including initiation and monitoring of purchase orders, in collaboration with relevant departments.
• Maintain vendor contracts concerning office equipment and services, ensuring timely renewals and preventative maintenance scheduling to minimise disruptions.
• Update and manage official NUS bulletins and related internal communication channels with accurate, up-to-date information.

2) Student Records Management and Reporting

• Administer and ensure accuracy of student records, tracking milestones from admission through to conferment.
• Collaborate with academic and administrative units to support data integrity for EduRec system updates, facilitate term activations, and assist with records clean-up projects.
• Generate detailed reports and analyses in response to internal requirements and external requests, including verification processes related to qualifications, ensuring confidentiality and data accuracy.

3) Commencement and Special Event Support

• Assist in the comprehensive planning and execution of annual Commencement ceremonies, liaising with stakeholders to ensure all logistical and administrative requirements are fulfilled.
• Support recruitment, training, and supervision of event staff, providing clear briefings and guidelines to deliver a high-quality event experience.
• Prepare detailed administrative notes and correspondence for event stakeholders and coordinate communication across multiple units to guarantee smooth operations.

4) Team Leadership and Coordination

• Supervise and mentor direct reports to promote efficient task completion and adherence to process standards.
• Monitor workload distribution among team members, fostering collaboration and ensuring deadlines and quality standards are consistently met.
• Contribute to process improvements in finance, student administration, and office operations, advocating for best practices within the division.

This role carries significant responsibility in shaping the efficiency and reliability of DGMS’s administrative backbone, requiring a candidate with a keen eye for detail, strong organisational capabilities, and a proactive mindset.

Qualifications

• Degree in any discipline, finance background preferred
• Experience as an office manager, and/or the use of SAP S/4 Hana will be an advantage
• Effective communication (written and verbal)
• Self-initiated, willingness to learn, and independent
• Good with numbers
• Meticulous individual who is able to meet tight timelines
• Proficient in Microsoft Office, particularly Excel
• Able to work on weekends to support the operations team for examinations on an ad-hoc basis

More Information

Location: Kent Ridge Campus

Organization: Yong Loo Lin School of Medicine

Department : Division of Graduate Medical Studies

Employee Referral Eligible: No

Job requisition ID : 31805