Executive / Senior Executive / Assistant Manager (APT Function)

About the role

The Office of Faculty Affairs at Duke-NUS Medical School supports the School's faculty and acts as the central office for Faculty Appointments, Promotion and Tenure (APT) matters. The role covers administering APT processes, faculty development initiatives and secretariat support to School-level academic committees. It is a collaborative, fast-paced academic environment working with senior faculty, university committees and external stakeholders. Exceptionally qualified and experienced candidates may be considered for a more senior appointment.

Key responsibilities

• APT secretariat: prepare agendas and papers, minutes and voting outcomes, follow up on action items, coordinate dossier submissions and meetings, collate and submit dossiers to the University Promotion and Tenure Committee, and prepare approval papers for the Provost, ARC and/or Governing Board.
• Point of contact for faculty and stakeholders on APT guidelines and processes, including appointments and promotions of Principal Research Scientist.
• Admin support for faculty platforms such as NUS P&T, MTAR and the Faculty Profile system, including access management and liaison with NUS secretariats.
• Support system upgrades and transitions, including user acceptance testing and updates to standard operating procedures.
• Manage the faculty MTAR process and liaise with the NUS MTAR Secretariat.
• Work with IT colleagues to develop and enhance the online Faculty Database, and prepare papers, reports and presentations for senior leadership.

Required profile

• Degree in Life Sciences, Health Science, Social Sciences or a related discipline; other degrees with relevant experience also considered.
• Senior Executive: minimum 2 years of relevant experience in biomedical research or healthcare.
• Assistant Manager: minimum 4 to 6 years of experience, including at least 2 years in a managerial role.
• Prior research or academic experience is advantageous.

Required skills

• Meticulous, organised and able to manage priorities and meet deadlines in a fast pace.
• Excellent written and verbal communication, and stakeholder management.
• Able to work independently and as part of a team.
• Microsoft Office; familiarity with Adobe Acrobat, Zoom and Teams, AI tools, digital library resources and journal classification is advantageous.