Manager, PhD Programme and Research Administration, SOSS

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

Job summary

Singapore Management University invites applications for a senior academic programmes administrator in the School of Social Sciences. You will coordinate PGR programmes, admissions, student passes for international students, and budget for related events and activities.

Responsibilities include liaising with the CGRS, managing course scheduling, graduation processes, and pre-award grant administration. Strong communication and governance knowledge are essential.

Qualifications

• Bachelor’s degree with strong governance and administration knowledge.
• Experience in academic research administration or related fields preferred.
• Experience with research grants pre-award and budget processes is desirable.
• Excellent written and verbal communication skills for grant documents and correspondence.
• Ability to manage deadlines, processes and compliance checks.

Responsibilities

• Work with Programme Director and CGRS to administer PGR programmes per SMU policies.
• Coordinate admissions, review applications, communicate with prospects, and manage matriculation and student passes.
• Propose budgets and manage expenses for programme events and activities.
• Coordinate faculty and student load planning, course scheduling and surveys.
• Serve as primary contact for students on degree progression, enrolment, exemptions and defenses.
• Oversee grant opportunities landscape, advise on eligibility and submission, liaise with funding bodies.
• Support events for SOSS and participate in process improvements.

Skills

Communication skills

Multi-tasking

Teamwork

Problem solving

Adaptability

Education

Bachelor’s degree

Tools

Microsoft Office

Teams

Zoom

SAP Concur

Job description

COMPANY DESCRIPTION

Singapore Management University is a place where high-level professionalism blends together with a healthy informality. The 'family-like' atmosphere among the SMU community fosters a culture where employees work, plan, organise and play together – building a strong collegiality and morale within the university. Our commitment to attract and retain talent is ongoing. We offer attractive benefits and welfare, competitive compensation packages, and generous professional development opportunities – all to meet the work-life needs of our staff. No wonder, then, that SMU continues to be given numerous awards and recognition for its human resource excellence.

RESPONSIBILITIES

• This position is for School of Social Sciences (SOSS).
• PhD and FTMP in Psychology
• Work closely with the Programme Director, SMU’s College of Graduate Research Studies (CGRS) and Registrar Office to administer the PGR programmes in compliance with SMU’s policies and guidelines.
• Coordinate the admission process, including reviewing applications, working with review committee members, communicating with prospective students, and managing matriculation for admitted students, including student pass applications for international students.
• Propose budget and administer expenses for programme related events and activities.
• Coordinate faculty load planning, course scheduling, class venue bookings and course surveys.
• Serve as the key point of contact for students, addressing enquiries and managing their degree progression including course enrolment, exemptions, grading, theses and dissertation defense, fulfilment of graduation requirements, etc.
• Coordinate faculty and students’ requests including class/load arrangements, leave of absence, research funding and conference participation/travel.
• Process grades, tuition fees, stipends, reimbursement claims and Graduate Instructor/RA appointments and payments accurately and promptly.
• Oversee operations and maintenance of the Psychology graduate student space and Psychology Laboratory.
• Organise academic briefings, research showcases, PGRP student and alumni gatherings.
• Coordinate student and alumni profiling and features on web, social media and newsletter.
• Address matters arising regarding the programme in consultation with the Programme Director, Assistant Dean for Administration and School Dean.
• Pre-award research grant administration
• Undertake social science research grant opportunities landscape survey, identify and compile opportunities relevant to SOSS’ faculty research areas.
• Work with Associate Dean (Research) to nurture faculty interest in applying for more external grants vis-à-vis SOSS grant application targets and timeline.
• Provide guidance to faculty on research grant opportunities, eligibility, application processes, budgeting, reporting, and compliance requirements.
• Interpret funding guidelines and advise faculty on preparing competitive research proposals - preparing, reviewing and submitting research proposals, budgets and supporting documentation.
• Liaise with funding bodies, faculty members and SMU administrative offices to obtain required clearances and ensure smooth and timely submission of grants.
• Work with faculty members and other academic constituencies to identify best practices as well as gaps in grant application information, processes to propose and implement enhancement initiatives.
• Work closely with the senior manager, research administration to provide regular updates to the Dean and Associate Dean (Research) on progress of grant applications.
• Other responsibilities
• Provide support to deliver events and activities organised by SOSS, e.g., faculty meetings, focus group discussions and commencement ceremony, etc.
• Participate in work improvement initiatives and projects to enhance processes and productivity.
• Undertake other tasks as assigned by the school Dean and Assistant Dean (Administration).

QUALIFICATIONS

• Bachelor’s degree with at least 5 years of relevant professional experience in degree programme and academic research administration, or related areas of work.
• Strong knowledge of degree programme administration and governance, research funding processes and grant administration.
• Prior experience in research grants pre-award administration, research contracting; and understanding of social science (Psychology, Political Science, Sociology, etc) academic research and/or national/ international research funding landscape are desirable
• Experienced in adult learner management.
• Comfortable with multi-tasking and proactively prioritising tasks according to importance and urgency to meet deadlines.
• Self-motivated and able to work effectively both independently and as a team.
• Possesses initiative and ability to solve problems effectively.
• Excellent written and verbal communication skills for preparing grant documents, event materials, correspondence and promotional content.
• Amiable and able to work effectively with individuals from diverse backgrounds.
• Competent in research management systems, event registration platforms and office software including Microsoft Office, Teams, Zoom and SAP Concur.
• Methodical and meticulous in following through on procedures and compliance checks.