Job Description

Date: 30-Jan-2023 Location: YONG LOO LIN SCH OF MEDICINE, Kent Ridge Campus, SG Company: National University of Singapore

The Role

The role acts as a point-of-contact for procurement matters for the clinical team of Centre for Healthy Longevity (CHL), and will be responsible for maintenance of facilities at Clinic L, support contractual drafting of research collaboration agreements (RCA) and service agreements between CHL clinical team and other partners, and also to support CHL clinical team at Alexandra Hospital with reception duties.

Procurement 1) Liaise with PIs and research staff on their procurement requirements, including laboratory, clinical supplies, clinic L supplies management, services supporting clinical trials
2) Check on NUS term contract for appropriate vendors, otherwise contact vendors for quotations
3) Prepare the paperwork required for the purchases based on NUS procurement value guidelines and raise the procurement request on SESMAi or with MMD system after confirming with requester
4) Follow up with required internal approvals and with vendors on delivery dates and service provision
5) Receive the items and services and follow up with goods receipt and processing of invoices
6) Maintain detailed procurement records for CHL clinical teams Contracts support 1) Liaise with NUS ODPRT IEP Office on the appropriate template forms for the respective agreements. Assist PIs with drafting of the required information on the contracts
2) Once the template is completed with the required information, to follow-up with correspondence with NUS ODPRT IEP office, OLA and research partners for review and follow up with any clarification or additional information required
3) Update and clarify with PI on the development, requirements and amendments required in the RCAs and service agreements, if any
4) Maintain the records of contracts, update PI on expiry dates and facilitate amendments and renewals Reception duties at Clinic L @AH 1) Receive phone calls/ emails from interested parties and follow up to respond appropriately in timely manner
2) Receive participants and visitors to Clinic L on daily basis
3) Respond to queries from participants and visitors during their visits Maintenance of facilities at Clinic L 1) Ensure equipment and facilities at Clinic L are well maintained
2) Contact contractors for repairs and maintenance when required
3) Ensure pantry is well stocked with supplies for participants of the clinical studies, according to the menus of ongoing studies
4) Maintain records of food supply for clinical trials, label the food for relevant trial participants
5) Maintain the pre-paid cards for clinical trial tablets, ensure the tablets are operational
6) Support the staff with equipment maintenance, ensure timely updates of equipment and software.
7) Maintain the lockable confidential clinical trial items and hold the keys to all cabinets; maintain records of access Clinical trial support 1) Support recruitment of clinical trial participants (phone calls and emails)
2) Send reminders to all clinical trial participants of coming visits, assessments to be completed at home, wearable maintenance, etc
3) Act as a member of the Project Team to support all ongoing studies with tasks as needed, as defined by the Project Team
4) Attend relevant operational meetings, keep records of minutes
5) Manage daily agenda of clinic L meetings/visits (including participant visits, external party visits, vendors/contractors etc) in close cooperation with CHL\xe2\x80\x99s PAs and research staff
6) Coordinate shipments between laboratory in NUS and clinic L (including clinical trial samples, supplies, etc)

Qualifications

• Diploma in business administration or equivalent.
• Experience with general administrative duties
• Ability to multi-task and work with tight timelines
• Ability to work with people across different levels
• Experience with procurement within the NUSMed/ NUHS systems
• General secretariat experience

Covid-19 Message

At NUS, the health and safety of our staff and students are one of our utmost priorities, and COVID-vaccination supports our commitment to ensure the safety of our community and to make NUS as safe and welcoming as possible. Many of our roles require a significant amount of physical interactions with students/staff/public members. Even for job roles that may be performed remotely, there will be instances where on-campus presence is required. Taking into consideration the health and well-being of our staff and students and to better protect everyone in the campus, applicants are strongly encouraged to have themselves fully COVID-19 vaccinated to secure successful employment with NUS.

More Information

Location: Kent Ridge Campus Organization: Yong Loo Lin School of Medicine Department : Medicine Employee Referral Eligible: Job requisition ID : 18776