Temporary Administrative Executive (Dept of Geography)

National University of Singapore; Singapore; On-site; SGD 42,000 - 62,000; Full time

Job summary

The National University of Singapore is seeking an administrative professional to support NSWS and OPWN appointments, manage the department mailbox, and liaise with HR and faculty on visitor arrangements.

You will provide committee secretariat support, track deadlines, and help coordinate research-related events and grant submissions, contributing to smooth departmental operations in a dynamic university setting.

Qualifications

• Candidates should have strong organisational and communication skills.
• Ability to manage multiple priorities and deadlines effectively.
• Experience in administrative, secretariat, or operational support roles is preferred.
• Experience in higher education, research environment, or public sector is a plus.

Responsibilities

• Assist in the administration of NSWS and OPWN appointments, including documentation preparation and tracking submissions.
• Manage the department shared mailbox, respond to routine enquiries, route requests, and ensure timely follow-up.
• Liaise with HR Partners and faculty on academic visitor appointments and related processes.
• Provide secretariat support for departmental committees and meetings (GM, Department, Research, DERC).
• Monitor non-graduating research student visitor quotas and respond to related enquiries.
• Support research activities: conference funding, budgets, seminars, workshops, and grant document coordination.
• Maintain accurate records, databases, and documentation; monitor deadlines for compliance.
• Undertake other administrative duties and projects to support departmental operations.

Skills

Organisational skills

Communication skills

Stakeholder management

Multitasking & prioritisation

Independent work

Discretion with confidential info

Education

Diploma in administrative field

Degree holder welcome

Tools

Microsoft Office

Outlook

Job description

Company description

The National University of Singapore is the national research university of Singapore. Founded in 1905 as the Straits Settlements and the Federated Malay States Government Medical School, NUS is the oldest higher education institution in Singapore

Job description

Job Description

• Assist in the administration of NSWS and OPWN appointments, including the preparation of documentation, tracking of submissions, and follow-up with relevant stakeholders.
• Manage the department shared mailbox, including responding to routine enquiries, routing requests to the appropriate staff members, and ensuring timely follow-up and resolution.
• Liaise with HR Partners and faculty members on academic visitor appointments and related processes.
• Provide secretariat support for departmental committees and meetings, including the General Management Meeting, Department Meeting, Research Committee, and Departmental Ethics Review Committee (DERC).
• Monitor non-graduating research student visitor quotas and respond to related enquiries from faculty members and stakeholders.
• Provide administrative support for research-related activities, including conference funding applications and budget administration, research seminars and workshops, and the coordination of departmental endorsement and submission of grant-related documents to the Faculty and Research Division.
• Maintain accurate records, databases, and documentation, and monitor key deadlines to ensure compliance with departmental and University requirements.
• Undertake other administrative duties and projects as assigned to support departmental operations and business continuity.

Qualifications

• Diploma holder with relevant administrative experience; degree holders are welcome to apply.
• Relevant experience in administrative, secretariat, or operational support roles, preferably with at least 3 years of working experience.
• Experience in a higher education institution, research environment, or public sector setting would be an advantage.
• Strong organisational, communication, and stakeholder management skills, with the ability to manage multiple priorities and deadlines effectively.

Requirements

• Strong organisational and time management skills, with the ability to manage multiple tasks and competing deadlines effectively.
• Ability to work independently with minimal supervision and exercise sound judgement in handling day-to-day operational matters.
• Strong interpersonal and communication skills, with the ability to engage and collaborate effectively with faculty members, researchers, students, visitors, and other stakeholders.
• Experience in providing committee secretariat support, including meeting coordination, preparation of meeting materials, minute-taking, and follow-up on action items.
• Meticulous and detail-oriented, with the ability to maintain accurate records and monitor timelines effectively.
• Proficient in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Comfortable managing shared mailboxes and handling a high volume of correspondence and enquiries professionally.
• Ability to handle confidential and sensitive information with discretion and professionalism.