Executive/ Senior Executive (APT Function)

duke-nus medical school; Singapore; On-site; SGD 47,000 - 74,000; Full time

Job summary

Duke-NUS Medical School seeks a motivated academic administrator to support Faculty Appointments, Promotion and Tenure (APT) and related processes. You will coordinate dossiers, prepare papers for senior committees, and serve as a key contact for guidelines while driving process improvements.

The role combines administration, faculty development support, and stakeholder engagement in a dynamic healthcare education setting. Applicants with relevant experience are encouraged to apply.

Qualifications

• Degree in Life Sciences, Health Science, Social Sciences or related fields.
• Experience supporting academic administration or institutional committees is advantageous.
• Excellent written and verbal communication for senior stakeholders.

Responsibilities

• Provide comprehensive secretariat support for Faculty APT Committee meetings.
• Coordinate faculty dossier submissions, timelines and materials.
• Manage review and submission of dossiers to University committees.
• Prepare approval papers for Provost, ARC and Governing Board.
• Serve as main contact for APT guidelines and processes.
• Support administration of P&T and MTAR systems, reporting and improvements.
• Collaborate with IT to enhance faculty databases and digital solutions.

Skills

Meticulous

Organised

Strong written and verbal comms

Stakeholder engagement

Independent worker

Process improvement

Team collaboration

Education

Degree in Life Sciences, Health Science, Social Sciences or related disciplines

Tools

Microsoft Office

Adobe Acrobat

Zoom

Teams

AI-enhanced workflows

Job description

The Office of Faculty Affairs at Duke-NUS Medical School provides comprehensive support to the School’s faculty and serves as the central office for Faculty Appointments, Promotion and Tenure (APT) matters. This role offers a diverse and dynamic portfolio of responsibilities, encompassing the administration of faculty APT processes, faculty development initiatives, and secretariat support to key School-level academic committees.

We are seeking a motivated and detail-oriented individual to join our team in a dynamic role that combines academic administration, faculty development, stakeholder engagement, and process improvement. This is an excellent opportunity for candidates who are passionate about higher education, research, and healthcare, and who enjoy working closely with senior academics and institutional leaders.

Candidates with exceptional qualifications and relevant experience may be considered for a more senior appointment.

Key Responsibilities

Faculty Appointments, Promotion and Tenure (APT)

• Provide comprehensive secretariat support for Faculty APT Committee meetings, including preparation of agendas, meeting materials, minutes, voting outcomes, and follow-up actions.
• Coordinate faculty dossier submissions, including submission timelines, completeness reviews, meeting schedules, and circulation of materials.
• Manage the review and submission of faculty dossiers to relevant University committees, including the University Promotion and Tenure Committee (UPTC), and coordinate responses to committee queries.
• Prepare approval papers and supporting documents for review by senior leadership committees, including the Provost, Academic and Research Committee (ARC), and Governing Board (GB), as required.
• Serve as the point of contact for faculty and stakeholders on APT guidelines and processes, including matters relating to the appointment and promotion of Principal Research Scientist.

Systems, Processes & General Administration

• Support the administration and continuous improvement of faculty-related platforms, including the NUS Promotion & Tenure (P&T) system, Mid-Term Advisory Review (MTAR) system, and Duke-NUS Faculty Profile system.
• Provide user support, manage access requirements, and coordinate with University secretariats and internal stakeholders to ensure smooth system operations.
• Support system enhancements, upgrades, and transitions through requirements gathering, user acceptance testing, process documentation, and implementation activities.
• Manage the faculty MTAR process by monitoring progress, supporting users, and coordinating with relevant University offices.
• Partner with information technology colleagues to enhance faculty databases and digital solutions that improve operational efficiency.
• Prepare reports, presentations, and briefing materials for senior leadership and academic committees.
• Perform other duties incidental to the work described herein or as assigned.

Job Requirements

Education

• Degree in Life Sciences, Health Science, Social Sciences or related disciplines. Candidates from other academic backgrounds with relevant experience are welcome to apply.

Experience

• For Senior Executive: Minimum 2 years of relevant experience in biomedical research or healthcare setting.
• For Assistant Manager: Minimum 4 to 6 years of relevant work experience, with at least 2 years in a managerial related role.
• Prior experience supporting academic administration, research environments, faculty development, or institutional committees will be advantageous.
• Meticulous, organised, and able to manage multiple priorities while delivering high-quality work within deadlines.
• Strong communicators with excellent written and verbal communication skills, and the ability to prepare clear and professional documents for senior stakeholders.
• Collaborative team players who can build effective working relationships with faculty members, administrators, and external partners.
• Comfortable working independently, taking ownership of projects, and contributing ideas to improve processes.
• Proficient in Microsoft Office applications. Familiarity with Adobe Acrobat, virtual meeting platforms including Zoom and Teams, and leveraging artificial intelligence to enhance work processes will be advantageous.
• Knowledge in accessing digital library resources and classification of research journals will be advantageous.

We regret that only shortlisted candidates will be notified.