Assistant Manager/Manager

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 Institute for Functional Intelligent Materials (I-FIM) is seeking an assistant manager/manager on student matters and outreach. The job scope will cover:

I-FIM PhD Student Training Support

• Oversee the PhD student cohorts entering I-FIM for PhD project training and track student numbers, admissions and candidature check points, graduation (in collaboration with host academic departments)
• Support the Deputy Director (Academic Matters) on overseeing I-FIM PhD and non-graduating PhD students undergoing training at I-FIM and oversee matters in welfare, laboratory compliance, travel application and claims, and travel records and entitlement.
• Support students in conference applications and conference claims
• Organize PhD student graduation parties

I-FIM PhD Scholarship Budget

• Manage I-IM core grant and budget for I-FIM scholarships
• Track allocation and expenses
• Track budget and re-forecasting

DSO Graduate Scholarship

• Support the Admin Director in overseeing the DSO Graduate Scholarship scheme
• Support the Admin Director in Project Agreements for each student, financing, WBS creation and budget tracking
• Support the Deputy Director in supervisor matching, interviews and applications
• Support the Deputy Director in students' obligation to DSO grantor: internships, progress reports, graduation, etc

NUS Student Work Scheme (NSWS)

• Handle both the pre-employment and post-employment steps for students under NSWS: job posting, contracts, verification of PhD students' eligibility for NSWS work
• Monitor timesheet and verification of hours worked with supervisor(s)
• Monitor payment process against the timesheets worked and approved by supervisor(s)
• Maintain files and records of NSWS students

I-FIM MSc and FYP Training

• Collaborate with the Department of Materials Science and Engineering on tracking the MSc students and FYP students placed at I-FIM for training
• Coordinate safety training and card access to labs
• Manage exit administration on end of training, termination of access to labs, etc

I-FIM Internship Coordination and Management

• Coordinate the administrative and logistical aspects of internships: offer letters, contracts, Training Employment Pass (or other pass) applications if applicable, and onboarding/offboarding checklists
• Maintain records and reporting: document internships, prepare status reports (number of interns), and gather feedback from interns
• Ensure all paperwork, processes and policies (work passes, insurance, safety, payments) are followed and arranged accordingly

I-FIM Summer Schools and Workshops

• Support I-FIM Principal Investigators (PIs) on organisation of summer schools and workshops
• Oversee all administration of participants, registration, indemnities
• Oversee venues and logistics of such events
• Oversee completion certificates and documentation
• Oversee logistics for overseas participants on airfares, accommodations, etc.
• Oversee financial matters of fees (if any)

I-FIM Student Outreach and Recruitment

• Source potential scholarships and funding sources for scholarships
• Source awards, fellowships and prizes for students
• Support I-FIM PIs on outreach matters
• Support I-FIM PIs on student selection and interviews (adhoc)

I-FIM Conference and Event-Related Matters

• Speaker liaision
• Liaise with speakers to book their flights and/or accommodation via NUS travel vendors
• Collect speakers' information for withholding tax (WHT) purposes
• Act as intermediary between speakers and I-FIM HR for WHT purposes
• Invitation letters and certificates of participation
• Prepare invitation letters for participants (pre conference) and letters of participation (post conference)
• Finance matters
• Attend refund enquiries
• Identify and prepare refund documents
• Support the conference sponsorship team with billing administration
• Event secretariat support
• Support other administrative and logistics work (e.g., prepare documents, printing, labels, name tags, transport concierge, etc)
• Event liaision
• Attend to general enquiries about events
• Support I-FIM in the planning and execution of other events, including conferences, visits and workshops

Job Requirements

• At least 5 years working experience in a university setting, with preference for experience in managing students or academic matters
• Good communication skills (spoken and written)
• Good organisational skills and with track record of planning, development and project coordination
• Demonstration of resourcefulness and creative solution-seeking
• Good interpersonal and stakeholder management abilities
• Passion for working with students and junior scientists
• Familiarity with University policies and schemes would be an asset

More Information

Location: Kent Ridge Campus

Organization: Institute for Functional Intelligent Materials

Department : Administration & Corporate Services

Job requisition ID: 30989