Job Description

Assist the Director (Administration) of the Faculty of Arts & Social Sciences (FASS) to oversee the Faculty\'s administrative policies and functions, as well as transformational efforts in support of the University\'s Organisational Excellence (OE) strategic initiative. Responsibilities span a diverse portfolio including, but not limited to: crisis/incident management and coordinating safety & health-related matters, supporting Faculty policies/initiatives and management meetings, and office administration.

Duties & Responsibilities

(i) Oversee the Full Spectrum of the Faculty\'s Risk Management Framework

The job holder will be the Faculty\'s primary point of contact with the NUS Office of Risk Management and Compliance (ORMC) and relevant NUS functions/external agencies for risk-related topics. Importantly, he/she will raise the Faculty\'s operational readiness and ensure consistent implementation and alignment with University policies. Topics in scope include:

- Crisis/Incident Management Involving FASS Staff & Students: Ensure timely and effective response and resolution as guided by ORMC, including leveraging and working with the University\'s travel emergency-assistance provider, International SOS.

- Crisis Communication & Compliance Monitoring: Coordinate communication efforts centrally for the Faculty, including conveying the University\'s guidance to the FASS community and facilitating the Faculty\'s clarifications and feedback. Ensure the Faculty\'s adherence to University policies and risk-mitigation protocols.

- Business Continuity Planning (BCP): Raise the Faculty\'s operational preparedness, including managing the Faculty\'s annual BCP exercise, and updating the Faculty\'s BCP plan as required. Work in partnership with ORMC to strengthen BCP awareness and build operational resilience across FASS Departments/Divisions.

- Security (e.g. Data, IT, Premises), Safety & Health-Related Matters: Facilitate efficient communication and response with University functions, including coordinating safety & health-related topics as guided by ORMC, and ensure compliance with University policies for areas such as managing PDPA-related matters, addressing website vulnerabilities, and strengthening the workplace safety culture.

(ii) Additional Portfolios (including other ad hoc tasks as assigned)

- Support the Faculty\'s administrative initiatives and activities, including financials, OE-related surveys and improvement efforts, Faculty staff awards (e.g. the FASS Service Awards and FASS Inspiring Mentor Awards).

- Manage the Dean\'s Office (DO)\'s general administrative/office services, with a view to leverage advances in digitalisation to improve operational efficiency and effectiveness. Topics in scope include: (a) teaching software purchases, including ensuring disciplined cost management; (b) information-management repositories (e.g. SharePoint) administered by DO, (c) contract management and vendor engagement (e.g. CCTV/card access systems); (d) corporate mobile matters, including review of subscriptions for cost-effectiveness; (e) daily mail collection/delivery services for 16 Departments and 6 Divisions.

Requirements

- A bachelor\'s degree in fields such as humanities and social sciences, business administration, or engineering.

- Over 6 to 10 years of experience in an administration role, coupled with crisis/incident/safety & health management-related experience in a large organisation.

- Positive with both can-do attitude and strong problem-solving abilities. Organised, composed, with a team-focused mindset and ability to work well under pressure in a team environment.

- Excellent written/verbal communication and interpersonal skills, and proficient in Microsoft Office Excel and Powerpoint.

National University of Singapore