Research Administrative Executive

Institute of Mental Health; Singapore; On-site; SGD 42,000 - 66,000; Full time

Job summary

The Institute of Mental Health (IMH) in Singapore seeks a Research Administrative Executive to support the NAMS research unit, handling administrative, operational, and financial tracking duties to ensure efficient governance.

You will coordinate meetings, monitor grant budgets, assist with procurement, prepare financial reports, and liaise with Finance, HR, and Procurement to keep research projects on track, while growing your career in a supportive environment.

Qualifications

• Bachelor's degree in finance or related field.
• 1–2 years in admin, operations, or basic financial tracking.
• Proficient with Excel for data management and tracking.

Responsibilities

• Coordinate day-to-day administrative operations of the NAMS Research unit.
• Track and reconcile research grant budgets and expenditures.
• Assist investigators with procurement, invoices, and vendor management.
• Maintain tracking databases for projects, timelines, and deliverables.
• Prepare regular financial progress reports and budget projections.
• Support onboarding of new research staff and collaborators.
• Maintain records for regulatory approvals and institutional documents.
• Coordinate travel, training, meetings, and reimbursements.

Skills

Organizational skills

Communication skills

Interpersonal skills

Education

Bachelor's Degree in Finance or related discipline

Tools

Excel

Job description

Institution: Institute of Mental Health

Family Group: Administration

Position: Research Administrative Executive

Department: National Addictions Management Service (NAMS)

Join us in Adding Years of Healthy Life Through Life-Changing Careers, Where Passion Meets Purpose. Make a meaningful difference whilst growing in a supportive environment that nurtures your wellbeing and career aspirations

Job Description

To provide comprehensive administrative, operational, and financial tracking support to NAMS Research unit and on-going research projects at IMH, ensuring high efficiency and adherence to institutional governance.

Job Responsibilities

• Coordinate day-to-day administrative operations of the NAMS Research unit, including meeting scheduling, minutes taking, and department correspondence.


• Track, monitor, and reconcile research grant budgets, expenditures, and fund utilization for ongoing departmental projects.


• Assist investigators with procurement processes, invoice reconciliation, claims verification, and vendor management.


• Maintain and update comprehensive tracking databases for research projects, timelines, milestones, and deliverables.


• Assist in the preparation of regular financial progress reports and budget projections for submission to internal management and funding bodies.


• Facilitate administrative onboarding procedures for new research staff, interns, and academic collaborators.


• Maintain accurate records and proper filing systems for regulatory approvals, research agreements, and institutional documents.


• Arrange and coordinate staff training, travel arrangements, conference registrations, meeting logistics, and related administrative processes, including the submission, tracking, and reconciliation of claims and reimbursements.


• Liaise effectively with corporate support departments (Finance, HR, Procurement) to resolve operational dependencies.


• Any tasks assigned.

Requirements

Competency

• Demonstrated strong organizational, communication, and interpersonal capabilities with a meticulous approach to detail.

Educational And Professional Requirements

• Bachelor's Degree in Finance or a related discipline.


• Minimum 1-2 years of experience in administrative, operations, or basic financial tracking roles (prior experience in healthcare, institutional research, industries, or academic sectors is highly advantageous).


• Proficiency in Microsoft Office applications, especially Excel, for data management and tracking activities.

About IMH

The Institute of Mental Health (IMH) in Singapore, established in 1928, is a premier 2,000-bed psychiatric hospital nestled in Buangkok Green Medical Park, providing comprehensive mental health services across 50 inpatient wards and 7 outpatient clinics, while also playing a pivotal role in training the next generation of mental health professionals through the NHG-AHPL Residency Programme and collaborations with local academic institutions.