Executive / Senior Executive (Administration and Operations)

National University of Singapore; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading educational institution in Singapore is seeking an experienced administrator to manage academic staffing, coordinate research grants, and engage with alumni. The ideal candidate should have a Bachelor's degree, 2-4 years of administrative experience, and strong organizational and communication skills. This role offers the opportunity to work in a fast-paced academic environment and support various departmental activities.

Qualifications

• Minimum 2-4 years of relevant administrative experience, preferably within an academic or public sector environment.
• Experience in finance, project coordination, or staffing is an advantage.
• A team player who can work both independently and collaboratively with internal and external stakeholders.

Responsibilities

• Collate and compile application materials for full-time academic and part-time teaching staff.
• Coordinate all aspects of grant administration for research projects within the Department.
• Assist in coordinating alumni events such as reunions, lectures, and networking sessions.

Skills

Organizational skills

Communication skills

Interpersonal skills

Proactive attitude

Education

Bachelor's degree in any discipline

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

• Academic Staffing Administration
  • Collate and compile application materials for full-time academic and part-time teaching staff.
  • Compile and monitor teaching workloads and provide administrative support for the Department's teaching deployment in coordination with Programme Directors, Cluster Leads, the Deputy Head (Academic) and the Head of Department.
  • Coordinate logistics for campus visits in collaboration with the Search Committee.
  • Gather reference letters and external review letters for appointment, promotion, and tenure cases.
  • Track and verify monthly teaching hours for part-time teaching staff.
  • Provide timely and accurate responses to queries from internal and external stakeholders.
  • Assist with ad-hoc staffing-related tasks as assigned by the Admin Team Lead.
• Research Grant Administration
  • Coordinate all aspects of grant administration for research projects within the Department, including grant claim submissions, invoice payment requests, reporting, and other research-related administrative tasks, in collaboration with internal and external stakeholders.
  • Provide administrative support to the Principal Investigators (PIs) throughout the research grant claim lifecycle, including gathering information and maintaining records of approved grant terms and conditions, and consolidated claim forms.
  • Serve as a point of contact for research grant-related inquiries and monitor claim submission deadlines to ensure timely processing.
• Alumni Engagement and Relations
  • Assist in coordinating alumni events such as reunions, lectures, and networking sessions in coordination with the Deputy Head (External Relations).
  • Serve as a point of contact for alumni inquiries and maintain an up-to-date alumni database.
  • Support meetings and initiatives involving alumni and other external stakeholders.
  • Monitor budgets and activities related to alumni relations and development.
  • Provide logistics support for alumni events, communications, and announcements.

Job Requirements

• Bachelor's degree in any discipline.
• Minimum 2-4 years of relevant administrative experience, preferably within an academic or public sector environment.
• Experience in finance, project coordination, or staffing is an advantage.
• Strong organizational, communication, and interpersonal skills.
• People-oriented, proactive, and solutions-driven, with a can‑do attitude.
• A team player who can work both independently and collaboratively with internal and external stakeholders.
• Comfortable working in a dynamic, fast‑paced environment with the ability to manage multiple tasks and deadlines effectively.

More Information

Location: Kent Ridge Campus

Organization: College of Design and Engineering

Department : Architecture

Employee Referral Eligible

Job requisition ID : 31095