Job Description

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• Coordinate and manage the faculty recruitment process together with Senior Executive; put up job advertisements, collate applications, collate job applications, coordinate review of applications, handle the logistics of fly-out of the recruitment committee as well as the fly-in of shortlisted candidates for campus visit.
• Prepare and refresh orientation guide for newly joined faculty on administrative matters such as usage of DART and Conference fund, various schemes on inviting academic visitors for research collaboration.
• Manage the engagement of faculty for additional teaching load; draft contracts and process payment upon completion of teaching.
• Serve as liaison with SMU-X Office; manage the engagement of SMU-X or SMU-XO Adjunct Teaching Mentors for both UG.
• Prepare and manage the schedule, logistical arrangements and payments for visiting professors.
• Assist in carrying out Annual Budget Exercise; perform forecast and budget, generate annual expenditure reports from SAP for various cost centres and input budget data in ProPhix.
• Review financial disbursements such as purchase orders, invoices and travel management requests before routing to supervisor.
• Assist in quarterly accrual and teaching load recovery submission.
• Track funding status and provide updates for Fellowship/Professorship, DART and Conference fund, and Seminar Series.
• Enter and retrieve records in SAP system; create spreadsheets to organize financial data.
• Liaise with Human Resources and respective external agencies (i.e. ICA, MOM) to facilitate the application of travel visas and employment passes, etc.
• Coordinate the visits of academic visitors, logistical arrangements such as office allocations, and processing of payments; together with Senior Executive conduct the physical walkthrough, etc.
• Manage and collate research applications with Associate Dean (Research) and advise faculty where to submit their grant application.
• Oversee the administration of MOE Tier 1 Research Grant; review and track deliverables and timelines closely.
• Oversee the administration of MOE Tier 2 Research Grants and other external grants during post-award phase; carry out cash flow projection, process claims and reimbursement, manage budget variation requests and advise PIs on grant matters.
• Handle recruitment of postdoctoral research fellows funded by various grants; put up job advertisement, collate job applications, propose remuneration package based on available funding.
• Track utilization and costs associated with various software packages such as MATLAB, STATA, PC Maintenance, etc.
• Organize and update a consolidated listing of School\xe2\x80\x99s scholarships and awards; track balances of term funds and endowments.
• Handle the hiring of school-based student assistants and supervise their work and schedules.
• Assist as a School Risk Management Champion and in the Risk Assessment for the School.
• Serve as a Fire Safety Coordinator in School to organize annual fire safety inspection, ensure that the Fire Emergency Plan is abided by all staff and update contact details of Fire Safety Committee members and wardens.
• Attend and scribe meeting minutes as necessary.
• Attend various internal and external meetings as requested.
• Serve as backup for Assistant Director during her absence.
• Other duties as assigned.

Qualifications:

• Degree in business/management with a minimum of 5 years of work experience preferred.
• Ability to multi-task and prioritize assignments independently; confidence in troubleshooting abilities and good judgement in escalating/alerting concerns.
• Strong time management and project management skills.
• Effective communication skills (both verbal and written).
• Strong attention to details and high accuracy in work.
• Team player with a "can-do" resilient spirit.
• Proficiency in Microsoft Office.
• Familiarity and proficiency in SAP.
• Pleasant, service-oriented and professional manner.
• Demonstrate interest in learning and performing new assignments.

Other Information:

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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.

About Us:

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 \xe2\x80\x93 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 \xe2\x80\x93 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.

Singapore Management University