Executive / Senior Executive / Assistant Manager (APT Function)

Company description:

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

Job description:

Job Description

The Office of Faculty Affairs at Duke-NUS Medical School provides comprehensive support to the School's faculty and serves as the central office for Faculty Appointments, Promotion and Tenure (APT) matters. This role offers a diverse and dynamic portfolio of responsibilities, encompassing the administration of faculty APT processes, faculty development initiatives and secretariat support to key School-level academic committees.

The successful candidate will work in a collaborative and fast-paced academic environment, partnering closely with senior faculty, University committees, and external stakeholders. Candidates with exceptional qualifications and relevant experience may be considered for the more senior appointment.

Key Responsibilities

Faculty Appointments, Promotion and Tenure (APT)

• Provide full secretariat support for APT Committee meetings: prepare agenda and meeting papers, prepare minutes, consolidate voting outcomes, and follow up on action items.
• Coordinate calls for dossier submissions, perform dossier completeness checks, schedule APT Committee meetings and ensure timely circulation of materials.
• Collate and submit dossiers to the University Promotion and Tenure Committee (UPTC) for review and approval, where applicable, and address queries from the committee.
• Prepare approval papers for the Provost, Academic and Research Committee (ARC), and/or Governing Board (GB), as required.
• Serve as the point of contact for faculty and stakeholders on APT guidelines and processes, including matters relating to the appointment and promotion of Principal Research Scientist.

Systems, Processes & General Administration

• Provide administrative and user support for faculty-related platforms; e.g. NUS Promotion & Tenure (P&T), Mid-Term Advisory Review (MTAR), and Duke-NUS Faculty Profile system, including access management and serving as liaison between Duke-NUS faculty and NUS secretariats managing the systems.
• Support system upgrades and transitions—including the NUS P&T system—through requirements gathering, user acceptance testing, and updates to standard operating procedures.
• Manage the faculty MTAR process: monitor timely completion of all system-based review stages, provide user assistance, and liaise with the NUS MTAR Secretariat.
• Collaborate with information technology colleagues to develop, customise and/or enhance the online Faculty Database and related systems.
• Prepare meeting papers, reports, and presentation materials for senior leadership.
• Perform other duties incidental to the work described herein or as assigned.

Qualifications

Education

• Degree in Life Sciences, Health Science, Social Sciences or related disciplines. Candidates with degrees in other fields and who have relevant experience will also be considered.

Experience

• For Senior Executive: Minimum 2 years of relevant experience in biomedical research or healthcare setting.
• For Assistant Manager: Minimum 4 to 6 years of relevant work experience, with at least 2 years in a managerial related role.
• Prior experience in a research or academic environment would be advantageous.

Skills & Competencies

• Meticulous, organised, and detail-oriented with strong organisational skills and the ability to manage priorities, while meeting deadlines in a fast-paced environment.
• Excellent written and verbal communication skills, with the ability to prepare clear, professional documents for senior leadership and external stakeholders.
• Strong interpersonal and stakeholder management skills, with the ability to work collaboratively across diverse groups and interact confidently with senior faculty and administrators
• Able to work independently while contributing effectively as a team member.
• Proficient in Microsoft Office applications. Familiarity with Adobe Acrobat, virtual meeting platforms including Zoom and Teams, and leveraging artificial intelligence to enhance work processes will be advantageous.
• Knowledge in accessing digital library resources and classification of research journals will be advantageous.

We regret that only shortlisted candidates will be notified.