Management Assistant Officer (Operations)

National University of Singapore; Singapore; On-site; SGD 42,000 - 64,000; Full time

Job summary

National University of Singapore's Department of Civil and Environmental Engineering seeks an experienced administrator to support grant life-cycle administration, research coordination and outreach, plus procurement for the department.

You will liaise with funding agencies, academic staff, industry partners and university offices, ensure compliant records, timely submissions, and effective stakeholder management.

Qualifications

• Diploma or equivalent qualification.
• Experience in research administration or grant support is advantageous.
• Proficiency in Microsoft Office (Word, PowerPoint, Excel) with pivot tables and lookup functions.
• Strong written communication; able to collate and summarise information clearly.
• Ability to handle confidential information with discretion; meticulous and organised.
• Independent and resilient with good interpersonal skills; can work in a team or alone.

Responsibilities

• Administer research projects and maintain the departmental research portfolio.
• Coordinate grant proposal submissions and the full grant life cycle.
• Prepare financial, progress and audit-related reports for funding agencies.
• Support research outreach activities and liaison with industry partners.
• Administer TEP matters for visiting researchers, coordinating with HR and offices.
• Perform other duties as assigned.
• Support procurement activities for routine departmental operations.

Skills

Written communication

Discretion

Organization

Stakeholder management

Teamwork

Education

Diploma or equivalent qualification

Tools

Microsoft Office

Pivot tables

Lookup functions

Job description

Job Description

To provide comprehensive and timely administrative support for the Department of Civil and Environmental Engineering (CEE)’s research portfolio, with a primary focus on grant life-cycle administration, research coordination and outreach, and departmental procurement. The role serves as a key administrative interface among funding agencies, academic staff, external stakeholders, and University offices, ensuring accurate records, timely submissions, policy compliance and effective stakeholder coordination.

Duties & Responsibilities

• Administer research projects hosted or co-hosted by CEE, including maintaining the departmental research portfolio; coordinating grant proposal submissions; supporting the full grant life cycle from account setup to project closure and audit; preparing financial, progress and audit-related reports for funding agencies and auditors; and maintaining accurate grant records and data.
• Support the planning and implementation of CEE research outreach and engagement activities, including emerging research initiatives, research cluster activities and liaison with industry partners.
• Provide support in drafting, collating and maintaining documentation on the activities and achievements of CEE’s research clusters.
• Collate data and support the planning, design and preparation of research outreach materials, including departmental presentations, videos, research publications, seminars, webinars, and research website content and updates.
• Administer Training Employment Pass (TEP) matters for visiting research personnel, including new applications and renewals; coordination with Principal Investigators, Human Resources and relevant University offices; monitoring pass validity; ensuring timely action and compliance with University and Ministry of Manpower requirements; and maintaining accurate records.
• Perform other duties as assigned.

Department procurement

• Support procurement activities for routine departmental operations, ensuring that documentation and processes comply with University policies and required timelines

Job Requirements

• At least a recognised diploma or equivalent qualification.
• Candidates with no experience are welcome to apply; relevant experience in research, grant or general administration would be an advantage.
• Proficiency in Microsoft Office, particularly Word, PowerPoint and Excel, including pivot tables and lookup functions.
• Strong written communication skills, with the ability to collate, organise and summarise information clearly and accurately.
• Ability to handle confidential and sensitive information with discretion.
• Meticulous, organised and able to follow through on tasks and deadlines.
• Independent, resourceful and resilient, with good interpersonal and stakeholder-management skills.
• A background in science or engineering would be an advantage.
• Values teamwork and can also work independently.
• Open to fixed-term contract.