Management Assistant Officer, Clinician Scientist Development Unit

Job Title : Management Assistant Officer

Organization : National University of Singapore – Queenstown

Department : Yong Loo Lin School of Medicine, Dean-Med-Academic Affairs – Clinician-Scientist Development Unit

Overview

The Clinician Scientist Development Unit (CSDU) champions NUS Medicine's mission to develop careers for budding clinician-scientists.

This role provides executive-level coordination support to unit leadership and operational support to three Clinician-Scientist Managers, ensuring smooth execution of client meetings, grant processes, events, and finance / administrative workflows.

The candidate should be proactive, meticulous, and adept at coordinating diverse stakeholders.

Responsibilities

Leadership coordination support : manage calendars and meeting logistics for unit leadership, including room bookings, materials, and follow-ups; provide ad-hoc administrative coordination to keep priorities on track.

Programme and client operations : coordinate meetings and logistics, support mentorship activities, help organise CSDU GEM meetings and preparatory panels, assist with grant-related checks, documentation and reporting, maintain organised records and trackers.

Finance and procurement administration : process procurement requests, invoices, and claims for CSDU programmes and events; liaise with central finance / claims teams to ensure timely, compliant submissions and reconciliations.

Events and stakeholder coordination : coordinate end-to-end logistics for unit events (e.g., awardee lunches, grant review meetings, workshops, annual training activities), prepare publicity, manage registrations, collate responses, and handle event communications.

Communications, website and enquiries : manage the CSDU enquiries inbox and route / respond professionally, update the website on a needed basis with accurate information.

General administration and records : maintain accurate filing and document management across programmes, finance and events; track timelines and follow-ups; surface risks and propose early solutions.

Qualifications

Diploma with at least 2 years of working experience.

Experience providing coordination support to senior leaders / teams (advantageous).

Hands-on experience with administrative and finance processes (procurement, payments, claims).

Meticulous attention to detail with strong planning and organisational skills.

Resourceful, solutions-oriented, proactive in following through.

Good communication and interpersonal skills; comfortable engaging a wide range of stakeholders.

IT savvy and proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).

Location

Kent Ridge Campus, National University of Singapore

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