Admin Assistant, Infectious Disease Emergency Response Centre (1-year contract)

National University of Singapore; Singapore; On-site; SGD 48,000 - 60,000; Full time

Job summary

National University of Singapore invites applications for a Centre Operations and Administrative Support role. The successful candidate will provide secretarial and administrative support to the Centre Director and manage day-to-day operations, procurement, invoices and expenses.

Responsibilities include coordinating logistics for local and visiting faculty, handling on-ground events and outreach, managing enquiries, supporting marketing and programme materials, and maintaining SOPs and the

Qualifications

• Diploma with more than 6 years in related field.
• Strong experience in complex operations, academic administration, or event management.
• Proficient in procurement and finance processing; vendor contracts and payments.

Responsibilities

• Provide secretarial and administrative support to the Centre Director.
• Coordinate logistics for local and visiting faculty, including travel and accommodation.
• Handle enquiries across channels and provide advisory on training offerings.
• Support marketing initiatives and distribution of promotional materials.
• Update SOPs and maintain department website with latest information.

Skills

Strong communication

Detail-oriented

Proactive/self-starter

Microsoft Excel

MS Office suite

Analytical skills

Social media management

Website management

Education

Diploma in related field

Tools

Microsoft Office Suite

Microsoft Excel

Job description

Company description

The National University of Singapore is the national research university of Singapore. Founded in 1905 as the Straits Settlements and Federated Malay States Government Medical School, NUS is the oldest higher education institution in Singapore

Job description

Job Responsibilities

Centre Operations and Administrative Support

• Provide secretarial and administrative support to the Centre Director.
• Provide general operational and administrative support for the centre, including efficient day-to-day office operations managing facility resources.
• Manage processing via University systems, handling procurement, invoice processing, and expense claims.

Faculty Logistics & Event Coordination

• Coordinate logistics for local and visiting faculty, encompassing flight itineraries and accommodation.
• Execute on-ground logistics for academic courses, meetings, and centre events, including venue procurement, vendor liaison, and material preparation.

Enquiry Management and Communication

• Manage departmental enquiries across various channels from prospective students, partners, and external stakeholders, providing accurate advisory on the Centre's current and future training and educational offerings.

Marketing & Programme Support

• Support CIDER's marketing initiatives by assisting in the development, update, and distribution of promotional materials.
• Coordinate on-site logistics for outreach activities, recruitment fairs, and programme exhibitions.

Information & Process Management

• Update administrative workflows and standard operating procedures (SOPs) to enhance departmental efficiency.
• Maintain and update department website with the latest information.

Qualifications

Job Requirements

• Diploma with more than 6 years in related field
• Proven experience in complex operations, academic administration, or event management.
• Strong working knowledge of institutional procurement and finance processing is key to seamlessly managing vendor contracts, class logistics, and faculty payments.
• Highly detail-oriented with a proactive, self-starter approach to anticipating operational needs, identifying logistical gaps, and setting and achieving goals.
• Clear communicator
• Proficient in the Microsoft Office Suite.
• Excellent Microsoft Excel and analytical skills required for rigorous data management, logistical tracking, and driving continuous improvement reporting.
• Skill managing social media accounts and website