Job Description

COMPANY DESCRIPTION Singapore Management University is a place where high-level professionalism blends together with a healthy informality. The 'family-like' atmosphere among the SMU community fosters a culture where employees work, plan, organise and play together – building a strong collegiality and morale within the university.

Our commitment to attract and retain talent is ongoing. We offer attractive benefits and welfare, competitive compensation packages, and generous professional development opportunities – all to meet the work-life needs of our staff. No wonder, then, that SMU continues to be given numerous awards and recognition for its human resource excellence.


RESPONSIBILITIES

• Research Admin Metrics and Research Capacity Building
  • Supporting ORTT research related metrics reporting to external stakeholders, such as: collating data for the annual Post-graduate Research Report on Quality (PGRRQ) report from various sources (e.g. journal publications databases, other SMU departments), and ensuring the accuracy and consistency of such reports;
  • Liaising with external vendors to provide support to faculty for outsourced services related to improving the quality of research proposal submissions, such as proposal editing services, proposal review services, and grant-writing workshop(s);
  • Supporting internal SMU research-related grant schemes, such as: broadcasting grant call announcements, maintaining grant tracking lists, and liaising with other departments on fund allocation and reporting matters.

• Outreach & Engagement
  • Supporting ORTT related outreach matters, including tasks such as: updating ORTT web pages with content provided by other ORTT staff, final proofreading & emailing ORTT electronic newsletters, monitoring ORTT social media sites, managing ORTT related posters, coordinating with schools and departments on the ORTT annual research areas mapping exercise;
  • Supporting ORTT related events, including tasks such as: managing event registrations, coordinating & liaising with vendors, lunch / dinner arrangements, securing & setting up of event venue, liaising with IT department for provision of AV support, purchase of gifts for speakers, supporting actual day matters;
  • Performing duties as the Assistant Data Protection Officer (DPO) representative for ORTT, such as: maintaining the ORTT Do Not Call registry, ensuring outreach mailing lists comply with Personal Data Protection Act (PDPA) requirements;

• Office Administration & Operations
  • Handling office administrative matters, such as: performing goods receipts, ensuring sufficient stock of stationery, printer toners and paper, organizing team bonding sessions, managing the office budget for welfare and training, maintaining the generic ORTT email account;
  • Arranging and supporting ORTT related meetings, including tasks such as: regular (e.g. weekly or bi-weekly) meetings with management, liaising with SMU departments or external attendees to obtain meeting timeslots, securing meeting venues, setting up of meeting venues, downloading / printing / filing of meeting materials;
  • Performing secretary duties such as: managing the director’s calendaring, performing secretariat duties for regular ORTT meetings with Vice Provost (Research);

• Any other administrative matters and tasks as and when necessary.

QUALIFICATIONS

• At least a Diploma, with minimum 3 years work experience
• Independent, pro-active, and resourceful with the ability to work with minimal supervision
• Meticulous, attention to detail, care in delivering quality work
• Ability to work from home where necessary or when required
• Proficient in the use of Microsoft Office Word, Excel and Powerpoint
• Proficient in the use of online meeting platforms for virtual meetings such as Zoom, Microsoft Teams, Cisco WebEx
• Good coordination skills with the ability to liaise with other departments or external parties and resolve issues such as scheduling conflicts
• Experience in the following would be advantageous but not mandatory: Microsoft Sharepoint, SAP systems, maintaining websites, photo editing or design / layout software such as Photoshop

OTHER INFORMATION Candidates who do not possess the stipulated qualifications but have relevant work experience may still apply. Remuneration and appointment terms shall commensurate with qualifications and experience. SMU reserves the right to modify the appointment terms where necessary. Please note that your application will be sent to and reviewed by the direct employer - Singapore Management University