Manager (Corporate Services)


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Job Description

Duties & Responsibilities

The Centre for Advanced 2D Materials is seeking to fill a manager position within the administration team to support the Director and Admin Lead in the following domains:

Human Resource
Support the Centre’s talent acquisition strategy:

Work in partnership with HR cluster and hiring managers to craft job descriptions for posting on intended outlets
Work in partnership with HR cluster to collate, screen and present suitable profiles for review, monitor the recruitment process to ensure timeliness in each step
Be the point-of-contact for candidates and interview panel in the arrangement of interviews, and addressing process related questions when needed
Where required, document panel’s comments and decisions at interviews

Be an enabler to enhance colleagues’ employee experience:

Plan, organise, conduct/support orientation activities for new staff at onboarding
Support training and development programmes for staff
Propose and manage employee engagement/welfare activities
Perform leaving service formalities in partnership with HR and IT clusters

Events and External Relations
Plan, curate and manage the organisation of events (conference, workshops, seminars/webinars, social events, visits, etc):

Propose and see through end-to-end logistical arrangements
Plan and execute outreach strategies to ensure appropriate level of publicity to achieve intended participation/impact of event
Collate feedback and provide analysis on the effectiveness of event, where necessary, for incorporation into the planning of future events

Support the Centre’s external relations strategy

Plan and organise visits (incoming as well as outgoing)
Collate and update relevant information for regular reporting on external relations efforts
Be the point-of-contact for logistical/travel arrangements (for staff/overseas/external visitors) in accordance to prevailing guidelines and regulations in a timely manner
Support the correspondences between the Centre and external organisations/persons where needed

Secretarial Support
Be part of the secretariat for the Centre’s Governing Board and leadership:

Arrange and coordinate the Governing Board and Management meetings, including meeting invitations, venue set up, preparing notes of meeting and circulation of information to relevant parties in a timely manner
Prepare reports/memos for submission when required

Provide administrative assistance to Director:

Coordinate meeting schedules with relevant parties
Ensure Director’s calendar is up-to-date with accurate information for each engagement
Handle documents that require Director’s attention in timely manner, ensuring the documents are complete and accurate
Manage travel arrangements for Director
Process expense claims for Director

Facilities Management

Be the point person for space allocation as well as upkeep of offices and supplies:

Keep updated records of space allocation, office maintenance and safety protocols
Plan, propose and manage allocations, works and purchases of supplies
Manage the access rights to premise
Be the liaison between the Centre and relevant University central units to ensure the Centre’s premise is conducive and safe for work

Finance

Support the Centre’s financial strategy:

Collate and consolidate data for management’s consideration in crafting annual budget and budgetary forecasts
Monitor budget utilisation for all funding sources in partnership with Finance cluster
Organise financial data for reporting
Propose strategic spending to optimise budget

Manage self-funding revenues

Oversee the administration of billing and cost recovery such as charging fees for facilities and equipment usage
Support the Centre in crafting guidelines on charge rates with justification and rationalisation

Research Administration

Manage administrative requirements of research grants (both internal and external) parked under the Centre:

Assist Principal Investigators in putting together information for submission (grant calls, regular reports, grant variation, etc)
Track timelines of grants and advise Principal Investigators on necessary follow up

Data Management

Propose and implement internal guidelines on the organisation, collation, retention, use and disposal of data handled by the administration team:

Ensure data integrity and accuracy at reporting
Facilitate ease of data retrieval when required
Review and update guidelines and means of data sharing

General Office Administration

Manage the Centre’s role-based account, ensuring enquiries are addressed appropriately in a timely manner
Propose, implement and upkeep office’s filing system
Other administrative tasks as required

Requirements

Degree holder. Qualification in related disciplines (HR, Finance, Business Management, Marketing, etc) is an advantage.
At least five years of academic administration or business administration in connection with academic partners
Familiarity with University policies and guidelines is an advantage
Excellent command of English, both written and spoken
Proficient in Microsoft Office suite
Ability to multi-task with a keen eye for details
A team player with a positive outlook
Demonstrate high standard of professional integrity and ethics
Resilient and seek to achieve excellence in a fast-paced environment

More Information

Location: Kent Ridge Campus

Organization: Centre for Advanced 2D Materials

Department : Administration

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