Administrative Assistant - SPRINT-TB Programme
Yong Loo Lin School of Medicine, National University of Singapore
SPRINT-TB is an NUS-based research programme bringing together a large team of scientists, doctors, researchers, statisticians and project managers across NUS and Singapore with the aim to discover and develop new medicines and treatments. SPRINT-TB is an international team, with collaborations ranging in multiple countries in Asia, Europe and America.
The programme invites applications to the post of Administrative Assistant/Personal Assistant in this dynamic and challenging programme.
Duties & Responsibilities
Administrative Assistant to Programme Director (Report to Programme Director)
- Organising and maintaining director’s calendar, scheduling appointments
- Planning, scheduling and organizing meetings and teleconferences
- Preparing needed materials in advance for meetings
- Taking notes, minutes or dictation at meetings
- Preparing and editing correspondence, communications, presentations
- Making travel and accommodation arrangements
- Handling enquiries and requests incoming by phone, email or post
- Managing and reviewing filing and office systems
- Liaising with suppliers, ordering stationery, maintaining office equipment
- Other miscellaneous duties and secretarial work
Administrative Assistant to SPRINT-TB Programme (Report to Programme Manager)
Assisting with general programme-related administrative duties:
- Office support functions including word processing, formatting, filing, photocopying, occasionally composing documents and presentations
- Preparation and maintenance of various SOP documents
- Preparation and dissemination of programme’s annual report
- Programme’s branding, publicity, publications, prints, photography
- Courier or internal mail shipping of documents or items
- Obtaining signatures on various documents
- Arrangement of travel for senior programme staff group travel and collaborators
- Hiring of staff– placing advertisements, gathering CVs, arranging interviews, other hiring process activities
- Input in writing administrative reports
- Track trainees under the programme (undergraduates, MSc/PhD students, clinician scientists), maintain CV and training log for reporting purposes
- Other miscellaneous tasks
Assisting in coordination of programme’s meetings and events:
- Planning and scheduling meetings, events, conferences, teleconferences
- Finding and booking of rooms for programme-related meetings
Assisting with research activities:
- Occasionally conducting online research based on given instructions, collecting and analysing data to prepare reports and documents
Assisting with grant submission and management:
- Assembling grant submission documentation
- Obtaining internal grant endorsements and signatures
- Assisting with internal paperwork for grant account creation and activation
Assisting with finance and procurement activities
- Occasionally conduct procurement for research or office items
- Occasionally prepare ITQ or tender documents
- Generate monthly statement of accounts for designated projects under the programme
- Process received invoices and submit for payment weekly
Requirements and Personal Attributes
- Prior experience as Administrative or Personal Assistant with good references is highly desirable, but not essential
- Interest and motivation for entry-level administrative work with strong initiative and proactive attitude for independent work and growth
- Experience in supporting projects, performing online research and data collection based on given instructions and specifications
- Organisational skills, ability to work in a team and independently, multitasking, strong sense of responsibility
- Ability to work under pressure, meet deadlines
- Good communication skills, both verbal and written, experience in email communication
- Proficiency with Microsoft Office, Outlook
- Familiarity with NUS/NUH/NUHS finance or administrative system and/or experience with NMRC grant administration would be an added advantage, though not essential
- Fresh graduates are welcome
- Only Singaporeans/PRs need to apply.
Application Instructions
Interested candidates are invited to email their interest and CV to the programme manager at [email protected] .
Closing Date: Applications will be processed on a rolling basis based on incoming applications. This advertisement will be removed once a suitable candidate is identified.
Only shortlisted candidates will be notified.
