Assistant Manager (Dept of Geography)

National University of Singapore; Singapore; On-site; SGD 70,000 - 110,000; Full time

Job summary

National University of Singapore is seeking an Assistant Manager/Manager to join the Geography Department’s administrative team.

The role focuses on academic HR administration, committee secretariat support, and management of department records, meetings, and events. A Diploma or degree and 3+ years in related roles are required, with knowledge of MS Office.

Qualifications

• Diploma or degree in a relevant discipline and at least 3 years of related experience.
• Experience in administrative, secretariat, or operational support roles is required.
• Experience in a higher education, research environment, or public sector is an advantage.
• Strong organisational and time management skills, and ability to handle multiple priorities.

Responsibilities

• Provide comprehensive administrative and secretariat support to the department.
• Coordinate appointment-related processes, agendas, minutes, and action items.
• Support faculty and research staff appointments, reappointments, and contract renewals.
• Assist in organising departmental events and engaging staff activities.
• Manage shared mailboxes, enquiries, and liaise with stakeholders including HR partners.

Skills

Organisational skills

Time management

Interpersonal skills

Communication skills

Secretariat support

Meeting coordination

Minute taking

Education

Diploma or degree in a relevant discipline

Tools

Microsoft Word

Excel

PowerPoint

Outlook

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

About the Role

The Department of Geography at the National University of Singapore (NUS) is seeking a dedicated Assistant Manager / Manager to join our administrative team.

The successful candidate will provide comprehensive administrative support to the Department and play a key role in ensuring the smooth and efficient operation of academic, research, and departmental activities. Responsibilities include, but are not limited to:

Academic HR Administration

• Support the administration of faculty and research staff appointments, reappointments, contract renewals, onboarding, transfers, and separations.
• Coordinate appointment-related processes, including preparation of documentation, tracking of approvals, and compliance with University policies and procedures.
• Provide administrative support for faculty review, promotion and tenure exercises, including monitoring timelines, coordinating submissions, and liaising with relevant stakeholders.
• Administer faculty-related matters such as sabbatical leave applications, NUS Student Work Scheme (NSWS), Other Paid Work in NUS (OPWN), and teaching peer reviews.

Committee and Department Administration

• Provide secretariat support for departmental committees and meetings, including agenda preparation, coordination of meetings, minute-taking, and follow-up on action items.
• Manage the department's shared mailbox, monitor enquiries, and ensure timely responses and escalation of matters where necessary.
• Support the administration of academic visitor appointments and related processes, including liaison with faculty hosts, visitors, HR partners, and other stakeholders.
• Assist in organising departmental events and staff engagement activities, and support general departmental administrative functions.

Education and Research Administration

• Support the administration of non-graduating research student visitors, including application processing, quota monitoring, and responding to related enquiries.
• Provide administrative support for departmental, faculty, and university-level academic activities and events.
• Provide administrative and secretariat support for research-related committees, including the Research Committee and Department Ethics Review Committee (DERC).
• Coordinate departmental research activities, including conference funding applications, research seminars, workshops, and related events.
• Support the endorsement and submission of grant-related documents to the Faculty and relevant University offices.
• Maintain accurate records, databases, and documentation, and monitor key deadlines to ensure compliance with departmental and University requirements.

Other Duties

• Undertake other administrative duties, projects, and initiatives as assigned to support departmental operations and business continuity.

Qualifications, Experience and Attributes

• Diploma or degree in a relevant discipline.
• At least 3 years of experience in administrative, secretariat, or operational support roles.
• Experience in a higher education institution, research environment, or public sector setting would be an advantage.
• Strong organisational and time management skills, with the ability to manage multiple priorities and deadlines.
• Excellent interpersonal and communication skills, with the ability to work effectively with diverse stakeholders.
• Experience in committee secretariat support, including meeting coordination, preparation of meeting materials, minute-taking, and follow-up on action items.
• Meticulous and detail-oriented, with strong analytical and problem-solving skills.
• Proficient in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Ability to work independently and handle confidential information with discretion and professionalism.