Management Assistant Officer

3 days ago

Singapore Duke-NUS Medical School Full time

**Posting Start Date**:24/12/2024

Perform a variety of secretarial and administrative support for the Senior Associate Dean, Academic Programmes Management Department and Associate Dean, (Early Research Career Development), under the Office of Academic Medicine.
- Manage the calendars for the 2 Reporting Officers and assist in meeting arrangements - send invitations, prepare agenda and/or presentation materials, manage logistics, attend meetings and take minutes.
- Assist in planning and organising all events such as conferences, forums and other research and educational events.
- Provide secretarial and administrative support to the general running of operational matters in the Office of Academic Medicine and Academic Programmes Management Department.
- Plan, schedule and coordinate meetings to initiate agenda items after consultation and facilitate discussions with the relevant stakeholders.
- Prepare meeting materials such as data reports, PowerPoint slides, record proceedings of meetings and follow-up on necessary action items.
- Assist and coordinate seminars, forums, workshops and ad hoc events organised by the departments.
- Perform liaison functions to ensure smooth information flow within the departments and/or with the relevant departments / external organisations
- Attend to internal and external enquiries and gives appropriate information and advice.
- Handle information and issues that are confidential and sensitive in nature.
- Organise and maintain an effective filing system in the office.
- Assist with the onboarding of new staff and off-boarding of exiting staff.
- Handle financial claims and purchase orders.
- Assist to procure and maintain inventory of meeting/office supplies.
- Update and maintain database and records.
- Perform other related duties as assigned by the reporting officers.

**Qualifications**
- Diploma or equivalent in a related discipline with at least 1 to 2 years of relevant work experience.
- Prior work experience in a research or academic environment would be advantageous.
- Meticulous, well-organised and have good time management to work in a fast-paced environment.
- Able to communicate clearly, a strong team player and able to work effectively in a diverse work environment.

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