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Assistant director, business operations

1 week ago

Singapore Nanyang Technological University Full time

The Asian School of the Environment (ASE) at Nanyang Technological University is an interdisciplinary school in environmental research focused on Asian environmental challenges. The ASE integrates earth and environmental life science, ecology, engineering and technology, human ecology, humanities, and the social sciences to address key issues of the environment and sustainability.
The Asian School of the Environment (ASE) is seeking a dynamic and experienced Assistant Director of Business Operations. This position reports directly to the School Chair. This role is responsible for overseeing resource allocation within the Administration Office, which includes school administration, facilities management and staff coordination. The incumbent will play a key role in ensuring the smooth operation of school activities, ensuring compliance with regulations, and supporting technology systems and project management. This role aims to optimize internal workflows, reduce costs, and enhance the overall operational efficiency of the school, contributing to a positive and seamless experience for both staffs and students.
Key Responsibilities:
Serve as the main contact for Data Protection (PDPA) and Emergency Response Management (ERM) for the school.
Oversee the Business Continuity Process (BCP) to ensure smooth operations during emergencies.
Analyze and review school operations regularly to ensure alignment with the University's direction.
Lead transformation efforts as required by school.
Oversee and manage the onboarding and offboarding processes for non-staff members (e.g., temporary staff, interns, adjunct professors, visiting professors, visiting scientists, vendors, contractors, etc.), ensuring the team is empowered to execute these tasks effectively.
Provide financial insights and strategic advice to support business planning and decision-making, ensuring alignment with broader institutional goals.
Guide and develop team members while cultivating a positive and productive work environment.
Collaborate with leadership, the Human Resource Business Partner, and the Finance Business Partner on the annual budgeting process. Lead the budgeting and forecast reporting, while overseeing the preparation, monitoring, and management of funds.
Coordinate with RSO, PIs, and stakeholders to develop strong proposals and advise on grant requirements, budget preparation, and submission.
Manage research-related agreements including but not limited to Contract for Service (CFS) and Memorandum of Understanding (MOU) in coordination with Associate Chairs, PIs, the research administration team and the Academic Team.
Coordinate and manage all aspects of delegation visits to ensure successful achievement of objectives and productive exchanges.
Keep abreast with all organizational changes and business developments, ensuring operations aligned with organizational policies and regulations.
Serve as main liaison for the school in all data management matter. This includes but not limited to data extraction, compilation, analyzing and reporting.
Provide regular reports on the status of KPI for various projects, ensuring alignment wth School and University targets.
Help to transition the school administration to cutting-edge efficiencies afforded by Generative AI and other such tools.
Requirements:
Bachelor's degree with a minimum of 8 years of relevant experience including at least 4-5 years as People Manager, ideally within an educational or academic setting.
Experience in process improvements to enhance operational efficiency and the company's internal capacity.
Experience in grants' administration and budgeting with a sloid understanding of financial management in research settings.
Proven track in Teams management, budget management and finance oversight.
Proficient in data analysis, with the ability to consolidate and interpret data.
Proficient in MS Office Suite (Excel, Word, Power Point, etc).
Strong critical thinking skills, providing guidance and inputs on grant policy and administration.
Ability to work well with a diverse team in a dynamic working environment.
Strong communication skills.
Able to work within tight timelines.
We regret that only shortlisted candidates will be notified.
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