Executive/ Senior Executive (6-months contract)

National University of Singapore; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

National University of Singapore seeks a dynamic administrator to join the research operations team. The role focuses on validating publication data, preparing management reports, and coordinating research award nominations with internal and external partners.

You will support secretariat functions for strategic committees and participate in special projects as needs evolve. Strong data handling, organisational, and communication skills are essential.

Qualifications

• Degree in Biological Sciences or equivalent.
• Candidates with a degree in other disciplines but have worked in the biomedical research or healthcare environment for a minimum of 3 to 4 years will also be considered.
• Prior work experience in a research/academic environment would be advantageous.
• Good data handling and analytical skills with attention to accuracy and detail.
• Strong organisational skills with the ability to prioritise, multi-task and manage competing deadlines.
• Strong oral and written communication skills and able to work well in teams.
• Proficient in Microsoft Office applications (especially Excel), Adobe Acrobat (PDF) and Zoom.
• Comfort in using AI models and AI-enabled tools.

Responsibilities

• Validation of Publication Data: Support the review and maintenance of publication records to ensure data accuracy, completeness, and consistency, including validating and analysing data collected from bibliometric platforms like PubMed, Web of Science, Scopus and SciVal.
• Prepare management reports and research updates: Collate information from newsletters, internal communications/ announcements, and research programme updates for senior management and stakeholders.
• Manage research award nominations: Co-organise award nominations with institutional partners, disseminate nomination calls and prepare nomination packages for scoring committee and senior management review.
• Support strategic committees with secretariat functions: Organise meetings, prepare meeting materials, take minutes and follow up on outstanding matters.
• Participate in special projects and take up ad hoc assignments that arise in response to the evolving needs of the School.
• Explore automation and AI-enabled solutions to improve work processes, increase efficiency and productivity.

Skills

Data analysis

Organisational skills

Communication

Excel

Adobe Acrobat

Zoom

AI tools

Teamwork

Education

Biological Sciences degree

Biomedical/healthcare experience

Tools

Excel

Adobe Acrobat PDF

Zoom

Job description

About the role

The successful candidate will be part of a dynamic research administration team in Duke-NUS Medical School who works with various stakeholders including faculty members, senior management, interdisciplinary offices in the School and in the SingHealth Duke-NUS Academic Medical Centre. The incumbent will manage a variety of business functions and leverage on appropriate digital and AI-enabled tools to automate tasks, streamline workflows and enhance operational efficiency.

Key responsibilities

• Validation of Publication Data: Support the review and maintenance of publication records to ensure data accuracy, completeness, and consistency, including validating and analysing data collected from bibliometric platforms like PubMed, Web of Science, Scopus and SciVal. Review an average of about 100 to 120 publication entries per month, identifying discrepancies, flagging unclear cases for follow-up, and ensuring records are properly documented

• Prepare management reports and research updates: Collate information from newsletters, internal communications/ announcements, and research programme updates for senior management and stakeholders

• Manage research award nominations: Co-organise award nominations with institutional partners, disseminate nomination calls and prepare nomination packages for scoring committee and senior management review

• Support strategic committees with secretariat functions: Organise meetings, prepare meeting materials, take minutes and follow up on outstanding matters

• Participate in special projects and take up ad hoc assignments that arise in response to the evolving needs of the School

• Explore automation and AI-enabled solutions to improve work processes, increase efficiency and productivity

Job Requirements

• Degree in Biological Sciences or equivalent

• Candidates with a degree in other disciplines but have worked in the biomedical research or healthcare environment for a minimum of 3 to 4 years will also be considered

• Prior work experience in a research/academic environment would be advantageous

• Good data handling and analytical skills with attention to accuracy and detail

• Strong organisational skills with the ability to prioritise, multi-task and manage competing deadlines

• Strong oral and written communication skills and able to work well in teams

• Proficient in Microsoft Office applications (especially Excel), Adobe Acrobat (PDF) and Zoom

• Comfort in using AI models and AI-enabled tools

We regret that only shortlisted candidates would be contacted.