Research Administration Officer

1 week ago

Singapore ILLINOIS ADVANCED RESEARCH CENTER AT SINGAPORE LTD. Full time
Roles & Responsibilities

We are seeking an organised and detail-oriented individual to provide comprehensive support to the management, and researchers across various research programs at the Illinois Advanced Research Center at Singapore Ltd. (Illinois ARCS). Current core programs are in Cybersecurity and Future Foods. This role requires strong coordination and communication skills to facilitate the smooth execution of research activities, ensuring efficiency and compliance with project requirements. The ideal candidate will play a key role in supporting research administration, programmatic management, and stakeholder engagement within a dynamic research environment.

Key Responsibilities:

Research Administration & Compliance

  • Oversee the day-to-day operations of the research administration office.
  • Serve as chief Illinois ARCS liaison to the University of Illinois Urbana-Champaign (Illinois) for research administration.

· Maintain awareness of relevant best practices and ensure compliance of contracts, budgets, and associated documents with internal and external regulations, governance policies, and sponsor requirements.

  • Work closely with faculty, principal investigators (PIs), and research scientists to provide guidance on research compliance, proposal submissions, contract negotiations, and post-award administration.

Research Funding Identification:

· Identify and evaluate suitable research funding opportunities aligned with the center's focus areas and objectives.

Grant and Contract Management

· Manage the full lifecycle of research activities, including pre-award, award negotiation, post-award, and closeout processes.

· Assist faculty and researchers with the development and preparation of grant applications, including drafting budgets and relevant documentation for proposals, ensuring completeness, accuracy, and compliance with funding guidelines.

· Coordinate and review contract terms and conditions, negotiating as necessary to ensure favourable outcomes for the institution and its researchers in Singapore under the guidance of Illinois Sponsored Program Administration, University Counsel, Office of Technology Management, and other units.

· Monitor research activities to ensure adherence to regulatory and institutional guidelines across various research categories, supporting internal audits as needed.

· Provide advice on conflict of interest, export controls, Intellectual Property (IP) management and commercialization (e.g. licensing).

Grant Awards and Records Management:

· Maintain up-to-date records of the center's grant awards, agreements, and related documentation.

· Ensure records are organized, accessible, and compliant with audit and reporting requirements.

Reporting

  • Prepare/update regular reports for senior leadership on research activities, funding trends, and compliance issues.
  • Update regular reports for senior leadership on outstanding receivables on research projects, reasons for payment delay and proposed course of action.
  • Work closely with research teams to ensure annual KPI targets are met and/or mitigation strategies are in place for successful delivery.

· Compile quarterly reports, semi-annual progress reports and final reports for senior management and grantors.

· Serve as a secretariat for Steering Committee and Scientific Advisory Committee meetings and prepare evaluation report for senior management.

Collaboration and Stakeholder Engagement

  • Serve as a liaison between faculty/researchers, central administration, and external stakeholders such as government agencies, sponsors, and funding bodies.
  • Work closely with legal, financial, and compliance offices to ensure seamless coordination in managing sponsored projects.

Financial Oversight

  • Assist/support Asst. Director of Finance in the financial management of sponsored projects, ensuring that expenditures align with approved budgets and sponsor regulations.
  • Exercise due diligence in projects' budget reporting to PIs for maximum budget utilization and zero overspending across all budget categories.
  • Support projects' PI in resource planning (including manpower sustainability).
  • Ensure timely invoicing, financial reporting, and grant closeouts.

· Prepare and evaluate expenditure documents for timely submission to stakeholders.

· Provide guidance on budget modifications, no-cost extensions, and variation requests.

· Oversee and execute the proceeds distribution agreement to ensure the accurate and timely disbursement of royalties / licensing fees to inventors.

Any other tasks

· Undertake other duties as assigned by the supervisor.

This position requires:

· Bachelor degree in STEM (Science, Technology, Engineering, Mathematics), and/or Business Administration or related fields.

· At least 3 years of relevant experience in research administration in a tertiary/ research institution.

· Basic understanding of key elements in research agreements

· Meticulous with strong English writing skills

· Good interpersonal skills.

· Proficient in MS Office, especially Excel.

· Able to work as a team player.

Tell employers what skills you have

Licensing
Engineering Mathematics
Financial Management
Technology Management
Interpersonal Skills
Contract Management
Administration
Stakeholder Engagement
Compliance
Intellectual Property
Team Player
Writing Skills
Audit

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