Admin Executive

5 days ago

Buona Vista, Singapore A*STAR Agency for Science, Technology and Research Full time

A mature and motivated individual is required for the role of Admin Executive for the Research Liaison Office, reporting to the Manager.

Duties and responsibilities include but not limited to the following:
Document management
- Manage the project and IP Portals (iGrant, GEMS, PMS, TDPS, DocuSign, etc.)
- upload project submissions and project reports
- route documents for approvals according to related SOPs
- assign project codes and TD codes
- Manage RLO folders (create folders with IT staff, upload documents, put the documents in order and searchable, backup data regularly)
- Archive research documents (project proposals, PCNs, closure reports, TDs, and research collaboration agreements, MOUs, etc.)
- Maintain, update, and upload SOPs and forms
- Distribute ad collect Lab notebooks
- Maintain and update the RLO handbook

Statistics collection and consolidation
- Regulary update the numbers of projects, publications, TDs, students, adjunct SIMTech Fellows, visiting SIMTech Fellows, outreach events
- Classify and document the numbers in the monthly management meeting slides
- Provide the statistics to SIMTech management on request

Enquiry administration
- Be the contact point for all RLO related affairs (AGA, ATPL, OGA, ASTAR Legal, Finance, the RLO counter-partners in other organization, SIMTech staff)
- Address the queries about RLO SOPs, definitions of document, terminologies used in RLO handbooks
- Direct the queries to right point of contacts to follow-up

Meeting management (arrange date, time, and venue)
- Schedule the regular meetings (monthly RLO meetings, quarterly joint lab meetings, monthly TDRC meetings)
- Calendar ad-hoc meetings for RLO management
- Collect and document minutes if any

Other admin duties
- Help up institute events if needed

**Job Requirements**:

- Diploma
- Work experience in research grant administration in an academic setting will be an advantage
- Good knowledge of Microsoft Excel for data management
- Knowledge on research terminologies
- Good communication skills
- Good stakeholder engagement skills

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