Administrative Operations Lead for Tech Transfer

Nanyang Technological University Singapore; Singapore; On-site; SGD 90,000 - 110,000; Full time

Job summary

NTU Innovation and Entrepreneurship (I&E) seeks an Assistant Manager, Administrative Support to provide executive, operational and programme management support to the Associate Vice President (Technology Transfer) and the NTU I&E Technology Transfer team. The role ensures effective coordination of engagements, office operations and strategic initiatives with a strong governance framework.

Successful candidate will support governance, process optimisation, digitalisation and continuous

Qualifications

• Bachelor's Degree from a recognised university.
• Good understanding of office administration, records management, procurement and operational support processes.
• Knowledge of project coordination, process improvement and change management principles.
• Knowledge of higher education, research, innovation and entrepreneurship ecosystems will be an advantage.
• Minimum 4-6 years of relevant working experience in administration, programme administration, executive support, operations management or a related function.
• Experience supporting senior management and coordinating meetings, events and stakeholder engagements will be an advantage.
• Experience managing administrative processes, records and reporting requirements.
• Experience coordinating programmes, projects or initiatives involving multiple stakeholders and competing priorities.
• Strong organisational and coordination skills, with the ability to manage multiple priorities and deadlines concurrently.
• Good analytical skills and proficiency in Microsoft Office applications, particularly Excel, for data management, tracking and reporting.
• Good written and verbal communication skills, with the ability to prepare correspondence, reports and meeting materials.
• Strong interpersonal and stakeholder management skills, with the ability to work effectively with stakeholders at different organisational levels.
• Ability to exercise sound judgement in prioritising requests, managing competing demands and handling confidential information appropriately.
• Ability to work independently while collaborating effectively within a team environment.
• Project coordination skills, including the ability to manage timelines, monitor deliverables and coordinate stakeholders effectively.
• Meticulous, organised and detail-oriented, with a strong commitment to accuracy and quality.
• Proactive, resourceful and responsive in addressing issues and following through on tasks.
• Adaptable and able to work effectively in a dynamic environment with evolving priorities and requirements.
• Professional and tactful in handling sensitive information and interactions with senior stakeholders.
• Positive team player with a collaborative mindset and willingness to support departmental initiatives beyond assigned responsibilities.
• Demonstrates initiative and ownership in driving tasks to completion with minimal supervision.
• Resilient and comfortable working in a fast-paced environment where priorities and processes may evolve over time.

Responsibilities

• Coordinate end-to-end programme administration, including application processing, proposal evaluation, award administration and related stakeholder communications.
• Monitor programme milestones, progress reporting, compliance requirements and administrative deliverables to support effective programme implementation.
• Process fund disbursements in accordance with approved guidelines, financial controls and organisational policies.
• Maintain complete, accurate and up-to-date programme and financial records in accordance with organisational, funding and audit requirements.
• Prepare programme statistics, management reports, dashboards and performance updates to support programme monitoring and decision-making.
• Support programme governance and compliance activities, including record management, audit preparation, risk monitoring and adherence to organisational and funding requirements.
• Coordinate and manage programme-related events, briefing sessions, outreach activities, workshops and stakeholder engagement initiatives to support programme objectives and outreach efforts.
• Serve as a key contact point and engage internal and external stakeholders, including applicants, award recipients, reviewers and partners, to facilitate programme delivery, address operational issues and ensure a positive stakeholder experience.
• Support the review and enhancement of programme administration processes, including the implementation of new systems, process automation initiatives and digital solutions to improve operational efficiency, service quality and user experience.
• Any other ad-hoc initiatives and projects undertaken by the Office.

Skills

Office administration

Records management

Procurement

Operations support

Project coordination

Stakeholder management

Excel

Communication

Attention to detail

Team collaboration

Education

Bachelor's Degree

Tools

Microsoft Office

Job description

NTU Innovation and Entrepreneurship (I&E) seeks an Assistant Manager, Administrative Support to provide executive, operational and programme management support to the Associate Vice President (Technology Transfer) and the NTU I&E Technology Transfer team. The role ensures effective coordination of engagements, office operations and strategic initiatives with a strong governance framework.

Successful candidate will support governance, process optimisation, digitalisation and continuous