Assistant Manager/Manager (Secretary to the Dean, Faculty of Science)

The Faculty of Science is seeking a skilled individual to fill the role of Secretary to the Dean. The successful candidate will provide comprehensive administrative support to the Dean and also provide administrative support for the Dean’s Office operations and committees. Applicants should have experience assisting executive leadership and collaborating with a variety of stakeholders.

Duties and responsibilities include, but are not limited to the following -

• Manage all aspects of the Dean’s calendar and ensure that the scheduling needs of the Dean are met, while maintaining standards of professionalism and confidentiality.
• Oversee logistics arrangements for all meetings initiated by the Dean and assist with organizing and facilitating Faculty meetings and events. These include: coordinating and scheduling dates, times, venues/room/parking reservations, managing attendees’ lists (invitations, registration, sign-in, etc.), catering arrangements, drafting and circulating agendas and follow-up action items, and ensuring office equipment and presentation equipment are functional before meetings/events, hosting VIPs, etc.
• Assist with the planning and organisation of all aspects of overseas trips made by the Dean including flights, accommodation and visas.
• Collaborate with the Special Assistant to the Dean to ensure the provision of a high level of support for the Dean. Track and manage deadlines for briefing papers for meetings and speech drafts for events. Support in keeping track of various Deanery and Committee appointments to be made by the Dean.
• Collaborate with the Deanery team and other administrative staff to the benefit of the Faculty’s events, operations, and communications as needed.
• Manage office communications including telephone and email communications, addressing administrative issues and fielding inquiries, acts as a primary point of contact between the Dean’s Office and other University offices, as well as external parties. Facilitate document signatures and workflow, prepare document drafts and gather approvals and signatures.
• Maintain records in the electronic document management system and manage sensitive documents and data in a secure and confidential manner. Provide support for collating, preparing and updating strategic documents and plans.
• Other administrative matters as duly assigned.

• Degree holder with at least 5 years of relevant work experience.

• Candidates with other qualifications with significant administrative experience working with senior level executives may also be considered. Prior work experience in an academic/research environment would be advantageous.

• Strong oral and written communication skills. Ability to communicate well and build rapport quickly when interfacing with faculty colleagues, staff, alumni, donors, students and guests.

• Well-developed time management skills with the ability to organise,prioritise and meet deadlines, with a sense of urgency when required.

• Possess strong organizational skills, demonstrates initiative and resourcefulness, with the ability to solve problems and operate with minimal supervision.

• High level of attention to detail in ensuring accuracy of data and information.

• Ability to maintain confidentiality and secure sensitive information.

• Ability to work effectively with a wide range of stakeholders, in a professional manner with demonstrated emotional intelligence and cultural sensitivity

• Experience with procurement, managing budgets/claims and adherence to fiscal policies.

• Proficiency in general software applications that facilitate work operations such as Microsoft Office software including Outlook, Word, Excel, Powerpoint and other productivity tools. Ability to learn new systems and processes.

• Remuneration is based on a 12-month salary structure, with annual variable bonus which is subject to incumbent’s performance and the University/School’s prevailing remuneration policies.

• The incumbent will be emplaced at an appropriate appointment grade based on his/her individual merits.

Location: Kent Ridge Campus

Organization: Faculty of Science

Department : Dean's Office

Job requisition ID : 28058