Management Assistant Officer, ChBE

National University of Singapore; Singapore; On-site; SGD 45,000 - 78,000; Full time

Job summary

The National University of Singapore, College of Design and Engineering, Chemical and Biomolecular Engineering unit, invites applications for a Management Assistant Officer role. You will support the Head of Department with calendar management, meeting arrangements, and follow-ups, and coordinate visitor arrangements including TE P applications and accommodations.

You will also assist with departmental activities, onboarding, records management, and day-to-day administrative tasks, requiring

Qualifications

• Diploma or general degree, with 3-5 years of relevant administrative experience.
• Good communication and interpersonal skills, with integrity and discretion in handling confidential matters.
• Experience in administrative coordination or departmental operations would be an advantage.
• Able to multitask, manage competing priorities and work effectively with stakeholders at different levels.
• Meticulous, resourceful and able to work independently with strong follow-through.
• Able to handle challenges calmly, exercise good judgement and seek guidance when necessary.
• Proficient in Microsoft Office applications and common administrative systems.

Responsibilities

• Provide administrative and secretariat support to the Head of Department, including calendar management, meeting arrangements and related follow-ups.
• Coordinate administrative arrangements for academic visitors, including Training Employment Pass (TEP) applications, accommodation, documentation and other related matters.
• Support the planning and coordination of departmental activities, including meetings, seminars, workshops and visits.
• Liaise with academic staff, visitors, University offices and relevant administrative teams to facilitate departmental activities and arrangements.
• Support general departmental administration, including logistical arrangements, access control and other day-to-day administrative matters.
• Manage the Department Secretary's email account, ensuring timely dissemination of information and follow-up on enquiries and requests.

Skills

Communication skills

Interpersonal skills

Integrity and discretion

Multitasking

Microsoft Office

Education

Diploma or general degree

Tools

Microsoft Office

Job description

Job Title: Management Assistant Officer, ChBE

University-Level Unit: College of Design and Engineering

Faculty/Department-Level Unit: Chemical and Biomolecular Engineering

Employee Category: Executive & Administrative

Posting Start Date: 11/11/2026

Location_ONB: Kent Ridge Campus

Job Description

Departmental Administration and Coordination

• Provide administrative and secretariat support to the Head of Department, including calendar management, meeting arrangements and related follow-ups.
• Coordinate administrative arrangements for academic visitors, including Training Employment Pass (TEP) applications, accommodation, documentation and other related matters.
• Support the planning and coordination of departmental activities, including meetings, seminars, workshops and visits.
• Liaise with academic staff, visitors, University offices and relevant administrative teams to facilitate departmental activities and arrangements.
• Support general departmental administration, including logistical arrangements, access control and other day-to-day administrative matters.
• Manage the Department Secretary's email account, ensuring timely dissemination of information and follow-up on enquiries and requests.

Administrative Support and Records Management

• Maintain departmental e-files, databases, directories, mailing lists and other administrative records.
• Assist with onboarding-related administrative arrangements, including account and access requests, documentation and follow-ups.
• Coordinate with undergraduate, postgraduate, finance and other administrative teams on departmental matters where required.
• Monitor and follow up on outstanding administrative matters to ensure timely completion.

Other Duties

• Perform other related administrative duties as assigned

Job Requirements

• Diploma or general degree, with 3-5 years of relevant administrative experience.
• Good communication and interpersonal skills, with integrity and discretion in handling confidential matters.
• Experience in administrative coordination or departmental operations would be an advantage.
• Able to multitask, manage competing priorities and work effectively with stakeholders at different levels.
• Meticulous, resourceful and able to work independently with strong follow-through.
• Able to handle challenges calmly, exercise good judgement and seek guidance when necessary.
• Proficient in Microsoft Office applications and common administrative systems.