Management Assistant Officer, Clinician Scientist Development Unit

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 Clinician Scientist Development Unit (CSDU) champions NUS Medicine's mission to develop careers for budding clinician-scientists. We partner closely with clinical departments and ALCNS to nurture talent from medical graduates to specialists, and support Assistant Professors on their path to promotion and tenure. If you are energized by meaningful work that enables research excellence and talent development, we'd love to meet you.

We are seeking a proactive and meticulous Management Assistant Officer to strengthen CSDU's day-to-day operations, programme delivery, and stakeholder coordination. You will provide executive coordination support to unit leadership, operational support to three Clinician-Scientist (CS) Managers, and ensure smooth execution of client meetings, grants processes, events, and finance/administrative workflows.

This role is ideal for someone who enjoys orchestrating moving parts, is confident working with diverse stakeholders, and takes pride in accurate, timely execution.

What you will do

• 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 and help organise CSDU GEM meetings and preparatory panels.
• Assist with grant-related checks, documentation, and simple reporting; generate routine PCP client reports.
• Maintain organised records and trackers for plans, meetings, and deliverables.

• 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., congratulatory lunches for awardees, grant review meetings, workshops, annual training activities).

• Prepare publicity, manage registrations, collate responses, and handle event communications.
• Arrange on-site logistics (badges, folders, signage, catering) to ensure smooth execution.

• Communications, website, and enquiries

• Manage the CSDU enquiries inbox and route/respond professionally.

• Update the CSDU website on a needs basis, ensuring information is current and accurate.

• General administration and records

• Maintain accurate filing and document management across programmes, finance, and events.

• Track timelines and follow-ups; surface risks and propose solutions early.

Qualifications

• Diploma with at least 2 years of working experience.
• Advantageous: Experience providing coordination support to senior leaders/teams.
• Hands-on experience with administrative and finance processes (procurement, payments, claims).
• Meticulous attention to detail with strong planning and organisational skills.
• Resourceful, solutions-oriented, and 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)

More Information

Location: Kent Ridge Campus

Organization: Yong Loo Lin School of Medicine

Department : Dean-Med-Academic Affairs - Clinician-Scientist Development Unit

Employee Referral Eligible:

Job requisition ID : 30817