Job Description

We are seeking a proactive and enthusiastic Executive to join our dynamic research administration team at Duke-NUS Medical School. This role is ideal for individuals who enjoy administrative work in a research-focused environment and are keen to contribute to the success of academic and research programmes. The successful candidate will work with various stakeholders including faculty members, senior management, and interdisciplinary offices within the University, providing essential administrative and operational support to facilitate cutting-edge research initiatives.

The candidate will provide support in the overall administration and coordination of a variety of operations for the Programme in Emerging Infectious Diseases. These include grant management, procurement, staff recruitment, space management, secretariat support, and other ad-hoc duties.

Responsibilities include, but are not limited to, the following:

• Provide secretarial and administrative support to the Programme, including coordinating, planning, and tracking research activities
• Assist the Programme Manager and faculty members, including organizing seminars and other academic events, managing calendars, travel arrangements, and processing of travel claims and reimbursements.
• Support the administration and management of research grants, including pre-award and post-award administration, financial monitoring, and compliance with institutional and funding agency requirements.
• Coordinate internal and external meetings by scheduling appointments, preparing agendas and meeting materials (including PowerPoint presentations), and facilitating logistics.
• Organize and facilitate departmental events, retreats, conferences, and other academic activities.
• Support the planning and implementation of departmental initiatives and operational improvements to meet programme objectives.

• Manage procurement activities, including quotations, purchasing, and vendor coordination.
• Compile data, claims and reports in a timely manner with an analytic input.

• Prioritize and manage multiple projects simultaneously, ensuring timely follow-up and resolution of issues.
• Maintain department records and serve as a liaison for day-to-day operational matters.

• Perform other related duties as assigned by the supervisor.

Job Requirements

• Bachelor’s Degree in Life Science or equivalent in a related discipline with minimum 2 years of experience
• Prior experience in a research or academic environment would be advantageous.
• Proactive with a positive attitude and the ability to relate well with all levels of staff and students

• Resourceful, meticulous, organized, and able to work both independently and as part of a team.
• Strong ability to prioritize tasks, manage multiple deadlines, and work in a fast-paced environment.
• Good administrative and organizational skills, with attention to detail.
• Strong interpersonal and communication skills, with good command of written and spoken English.
• Proficient in Microsoft Office applications (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat (PDF).

We regret that only shortlisted candidates will be notified.