Finance Lead, Faculty of Dentistry(NUS)

National University of Singapore; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A leading university in Singapore is seeking an Administrative Officer to support the Dean. The role involves managing schedules, organizing meetings, and providing project assistance. Ideal candidates should possess strong organizational, communication, and analytical skills, along with a Bachelor's degree in a related field. Proficiency in Microsoft Office is essential. Join a dynamic team that values discretion and relationship management.

Qualifications

• Excellent interpersonal and relation building skills.
• Strong communication skills, both written and verbal.
• Ability to work independently with minimal supervision.

Responsibilities

• Managing daily administrative tasks for the Dean.
• Assisting in special projects and research assignments.
• Serving as the primary point of contact for the Dean.

Skills

Interpersonal Skills

Organizational Skills

Analytical Skills

Communication Skills

Education

Bachelor's degree in Business Administration

Tools

Microsoft Office

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 Description

1. Administrative Tasks

• Managing the daily administrative, operations, expense reports and claims for the Dean, ensuring prioritization of the Dean's time, and preparation of the Dean for discussions and meetings both within, and external to, NUS
• Securing a Vice Dean or relevant senior staff member to act in the absence of Dean and its timely communication to the office of the Provost and Faculty
• Organising and managing the Dean's schedule, including scheduling meetings, appointments, and events
• Understanding NUS Dentistry goals and priorities in order to prioritize and coordinate conflicting commitments to ensure efficient use of the Dean's time
• Maintaining the annual cycle of events record related to Dean's activities such as attendance at leadership meetings and annual performance cycles
• Arranging complex travel itineraries, including meeting schedules and relevant information, flights and other transportation, accommodations, phone packages, and visas for the Dean

2. Project Assistance

• Assisting in special projects, initiatives and research assignments as assigned by the Dean and coordinating with relevant teams and ensuring deadlines are met
• Managing, including the provision of administrative and technical assistance, briefing documents, and project plans, the Dean's tasks and projects, and follow-up activities to assure timely completion of projects
• Conducting research, collecting and analysing data, preparing reports or presentations as needed

3. Communication Management

• Serving as the primary point of contact for the Dean, screening calls, emails, correspondence and meetings
• Drafting, editing, and proofreading emails, letters, reports, presentations, and other correspondence and communication works/projects on behalf of the Dean
• Handling inquiries and requests from internal and external stakeholders with a high degree of discretion, diplomacy and time sensitivity. This can include making high level contacts of a sensitive nature both within and external to the University
• Forwarding situations and issues presented by internal or external stakeholders to appropriate staff member for resolution

4. Meeting Support

• Identifying, anticipating and preparing all relevant information pertaining to each meeting/event, such as performing background research and analytics on the participants, topic of discussion, focus areas, travel logistics, agenda and highlights priority matters
• Organising travel/ground transportation/ campus parking, accommodation, reservation/menu selection and other requirements for guests of the Dean
• Attending meetings, including drafting briefing documents, preparing agendas, minutes, and resolutions as requested by Dean
• Maintaining corporate records, including meeting minutes, resolutions, and other legal documents
• Following up on business arising as needed

5. Information Management

• Organising and maintaining files, records, contacts and confidential information related to the Dean's activities.
• Providing research and analysis to compile data and/or prepare briefing materials as required for decision-making and planning purposes.

6. Relationship Management

• Building and maintaining relationships with internal and external stakeholders, including the use of a high degree of discretion, diplomacy, and time sensitivity.
• Working with staff at all levels to ensure collaboration across functions and issues are appropriately managed by engaging, or referring to, relevant staff members.

Qualifications

• Bachelor's degree in Business Administration, management, or related field preferred
• Excellent interpersonal and relation building skills and customer service orientation
• Excellent organizational and time-management skills, with the ability to prioritize tasks effectively and adapt to changing priorities in a fast-paced environment
• Strong analytical/problem-solving skills using sound judgment within policy parameters
• Strong communication skills, both written and verbal, with a professional demeanour
• Discretion and confidentiality in handling sensitive information
• Ability to work independently with minimal supervision and as a good team player
• Flexibility to work outside regular business hours when necessary
• Knowledge of industry-specific terminology and practices is a plus.
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software