Admin Officer (Research)

Key Responsibilities:

Administrative and Clerical Duties:

• Manage filing systems (physical and electronic) for research documentation, contracts, correspondence, and regulatory submissions.
• Coordinate schedules, meetings, and appointments for the research unit.
• Prepare meeting agendas, take minutes, and handle internal communication as required.

Financial and Bookkeeping Duties:

• Maintain accurate and up-to-date financial records, including ledgers, vouchers, receipts, and disbursement logs for research-related expenses.
• Track project budgets, process invoices, and coordinate reimbursements and payments with the finance department.
• Assist in the preparation of financial invoice, reports and summaries for ongoing studies and audits.
• Monitor grant expenditures and ensure adherence to sponsor and institutional financial guidelines.
• Support cost tracking for overheads, staff effort reporting, and supplies usage across research projects.
• Coordinate with CRO/sponsors and institutional finance offices regarding financial documentation and reporting requirements.

Qualifications:

• Bachelor’s degree in Business Administration, Finance, Accounting, or a related field.
• At least 2 years of administrative experience; experience in financial bookkeeping is required.
• Preferably with experience in a healthcare or research environment.
• Proficient in Microsoft Office (Excel, Word, Outlook); experience with financial software and electronic filing systems is a plus.
• Strong organizational and multitasking skills.
• Excellent communication skills, both verbal and written.
• High level of integrity and ability to manage sensitive information.

Work Environment and Schedule:

• Office-based, with occasional meetings or coordination outside typical hours depending on project needs.
• May be required to support the documentation and finance components during internal or external audits.

Benefits:

• Company Christmas gift
• Company events
• Employee discount
• Health insurance
• Life insurance
• On-site parking
• Opportunities for promotion
• Promotion to permanent employee

Work Location: In person