Assistant Director, Administration

Nanyang Technological University; Singapore; On-site; SGD 110,000 - 170,000; Full time

Job summary

ATMIRI at NTU, Singapore, seeks an Assistant Director, Administration to lead governance, finance, HR and research programme administration. You will oversee budgets, recruit and develop staff, manage agreements and coordinate external collaborations with NTU offices and partners.

You will report to the Director and support the Institute Management Team, ensuring compliance with NTU policies and funding requirements while driving operational excellence in a fast-growing research centre.

Qualifications

• Recognised Bachelor's Degree in Business Administration, Finance, Public Policy, Human Resource Management, or a related field.
• Postgraduate qualifications (e.g., MBA, MPA) will be advantageous.
• Minimum 8 years of relevant working experience in administrative management, financial oversight, HR management, or research programme administration.

Responsibilities

• Lead the development, implementation and review of administrative policies, processes and operational plans.
• Oversee budget planning, expenditure monitoring, claims, financial reporting and audit readiness in accordance with NTU policies and funding requirements.
• Coordinate recruitment, onboarding, contract renewal, performance appraisal and other HR matters for research and administrative staff.
• Supervise and develop the administrative team, allocate responsibilities and ensure effective service delivery.
• Coordinate Governing Council and Scientific Advisory Panel appointments, meetings, papers, minutes, decisions and follow-up actions.
• Establish and maintain systems for monitoring research programme budgets, milestones, KPIs, deliverables, risks and contractual obligations.
• Coordinate programme reviews, claims, audits and submissions to funding agencies and oversight bodies.
• Manage the administrative coordination of MOAs, Project Agreements, Variation Agreements, MOUs, NDAs and other institutional agreements with NTU corporate offices and external partners.
• Maintain appropriate registers, records and evidence trails for governance, finance, agreements, programme reporting and compliance.
• Act as a key liaison with NTU corporate offices, government agencies, funding bodies, academic institutions and industry partners.
• Coordinate institutional communications, events, website content and outreach activities in accordance with NTU policies.
• Provide advice and administrative support to the Director and Institute Management Team on operational, governance and programme matters.

Skills

Financial management

HR management

Corporate communication

Administrative skills

Data analysis

Education

Bachelor's Degree in Business Administration, Finance, Public Policy, HRM or related field

MBA/MPA advantageous

Tools

Financial management tools

Marketing platforms

Job description

The Air Traffic Management Research Institute (ATMRI) at Nanyang Technological University (NTU), Singapore, was established in 2013 through a collaboration between NTU and the Civil Aviation Authority of Singapore (CAAS). Its mission is to conduct cutting edge research in air traffic management (ATM) to support Singapore's position as a leading air hub and drive innovation in the Asia-Pacific region. ATMRI focuses on modernising and harmonising regional airspace operations to sustain the rapid growth of air transportation in the region. Its strategic research areas include artificial intelligence and data analytics for ATM, urban aerial transport systems, regional ATM modernisation, exploratory studies on emerging technologies, and talent development through PhD programmes. The institute aims to generate world-class ATM research, find innovative solutions, and catalyse transformation in the field. It plays a pivotal role in advancing the efficiency, safety, and sustainability of air traffic management systems.

Assistant Director, Administration

The Assistant Director, Administration provides strategic and operational leadership for ATMRI’s administrative functions. Reporting to the Director, the job holder oversees governance, finance, human resources, research programme administration, agreements, stakeholder engagement and institutional communications. The role supports the effective operation of the Institute, ensures compliance with University and funding-agency requirements, and facilitates the timely delivery of programme and institutional objectives.

Job responsibilities

• Lead the development, implementation and review of administrative policies, processes and operational plans.
• Oversee budget planning, expenditure monitoring, claims, financial reporting and audit readiness in accordance with NTU policies and funding requirements.
• Coordinate recruitment, onboarding, contract renewal, performance appraisal and other HR matters for research and administrative staff.
• Supervise and develop the administrative team, allocate responsibilities and ensure effective service delivery.
• Coordinate Governing Council and Scientific Advisory Panel appointments, meetings, papers, minutes, decisions and follow-up actions.
• Establish and maintain systems for monitoring research programme budgets, milestones, KPIs, deliverables, risks and contractual obligations.
• Coordinate programme reviews, claims, audits and submissions to funding agencies and oversight bodies.
• Manage the administrative coordination of MOAs, Project Agreements, Variation Agreements, MOUs, NDAs and other institutional agreements with NTU corporate offices and external partners.
• Maintain appropriate registers, records and evidence trails for governance, finance, agreements, programme reporting and compliance.
• Act as a key liaison with NTU corporate offices, government agencies, funding bodies, academic institutions and industry partners.
• Coordinate institutional communications, events, website content and outreach activities in accordance with NTU policies.
• Provide advice and administrative support to the Director and Institute Management Team on operational, governance and programme matters.

Education qualifications

• Recognised Bachelor's Degree in Business Administration, Finance, Public Policy, Human Resource Management, or a related field.
• Postgraduate qualifications (e.g., MBA, MPA) will be advantageous.

Relevant experience

• Minimum 8 years of relevant working experience is preferred.
• Proven experience in administrative management, financial oversight, HR management, research programme management, and stakeholder engagement in a research centre or university setting.
• Experience working with senior leadership, managing committees (e.g., Governing Councils, Scientific Advisory Panels), and coordinating large-scale institutional projects.

Skills

• Financial management skills.
• Human resource management skills.
• Corporate communication skills.
• Administrative skills.
• Statistical and data analysis.

Competencies

• Excellent written and oral communication skills.
• Good planning and organisation skills.
• Good problem solving and analytical skills.
• Good public relations, communication and influencing skills.
• Strong leadership and interpersonal skills.
• Able to work independently and as a team.
• Good supervisory skills.
• Proficiency in financial management tools and marketing platforms.

Hiring Institution

NTU is a research-intensive public university, Nanyang Technological University, Singapore (NTU Singapore) has 33,000 undergraduate and postgraduate students in the Engineering, Business, Science, Humanities, Arts, & Social Sciences, and Graduate colleges. It also has a medical school, the Lee Kong Chian School of Medicine, established jointly with Imperial College London. NTU is also home to world-class autonomous institutes – the National Institute of Education, S Rajaratnam School of International Studies, Earth Observatory of Singapore, and Singapore Centre for Environmental Life Sciences Engineering – and various leading research centres such as the Nanyang Environment & Water Research Institute (NEWRI) and Energy Research Institute @ NTU (ERI@N). Ranked amongst the world’s top universities by QS, NTU has also been named the world’s top young university for the past seven years. The University's main campus is frequently listed among the Top 15 most beautiful university campuses in the world and has 57 Green Mark-certified (equivalent to LEED-certified) buildings, of which 95% are certified Green Mark Platinum. Apart from its main campus, NTU also has a campus in Novena, Singapore’s healthcare district. Under the NTU Smart Campus vision, the University harnesses the power of digital technology and tech-enabled solutions to support better learning and living experiences, the discovery of new knowledge, and the sustainability of resources.

We regret that only shortlisted candidates will be notified.