Assistant Director, Administration

Job description

The Air Traffic Management Research Institute (ATMRI) at Nanyang Technological University (NTU), Singapore, was established in 2013 through a collaboration between NTU and the Civil Aviation Authority of Singapore (CAAS). Its mission is to conduct cutting-edge research in air traffic management (ATM) to support Singapore's position as a leading air hub and drive innovation in the Asia-Pacific region. ATMRI focuses on modernizing and harmonizing regional airspace operations to sustain the rapid growth of air transportation in the region. Its strategic research areas include artificial intelligence and data analytics for ATM, urban aerial transport systems, regional ATM modernization, exploratory studies on emerging technologies, and talent development through PhD programs. The institute aims to generate world-class ATM research, find innovative solutions, and catalyze transformation in the field. It plays a pivotal role in advancing the efficiency, safety, and sustainability of air traffic management systems. The Assistant Director, Administration provides strategic and operational leadership for ATMRI’s administrative functions. Reporting to the Director, the job holder oversees governance, finance, human resources, research programme administration, agreements, stakeholder engagement and institutional communications. The role supports the effective operation of the Institute, ensures compliance with University and funding-agency requirements, and facilitates the timely delivery of programme and institutional objectives. Job responsibilities: Lead the development, implementation and review of administrative policies, processes and operational plans. Oversee budget planning, expenditure monitoring, claims, financial reporting and audit readiness in accordance with NTU policies and funding requirements. Coordinate recruitment, onboarding, contract renewal, performance appraisal and other HR matters for research and administrative staff. Supervise and develop the administrative team, allocate responsibilities and ensure effective service delivery. Coordinate Governing Council and Scientific Advisory Panel appointments, meetings, papers, minutes, decisions and follow-up actions. Establish and maintain systems for monitoring research programme budgets, milestones, KPIs, deliverables, risks and contractual obligations. Coordinate programme reviews, claims, audits and submissions to funding agencies and oversight bodies. Manage the administrative coordination of MOAs, Project Agreements, Variation Agreements, MOUs, NDAs and other institutional agreements with NTU corporate offices and external partners. Maintain appropriate registers, records and evidence trails for governance, finance, agreements, programme reporting and compliance. Act as a key liaison with NTU corporate offices, government agencies, funding bodies, academic institutions and industry partners. Coordinate institutional communications, events, website content and outreach activities in accordance with NTU policies. Provide advice and administrative support to the Director and Institute Management Team on operational, governance and programme matters. Education qualifications: Recognised Bachelor’s Degree in Business Administration, Finance, Public Policy, Human Resource Management, or a related field. Postgraduate qualifications (e.g., MBA, MPA) will be advantageous. Relevant experience: Minimum 8 years of relevant working experience is preferred. Proven experience in administrative management, financial oversight, HR management, research programme management, and stakeholder engagement in a research center or university setting. Experience working with senior leadership, managing committees (e.g., Governing Councils, Scientific Advisory Panels), and coordinating large-scale institutional projects. Skills: Financial management skills. Human resource management skills. Corporate communication skills. Administrative skills. Statistical and data analysis. Competencies: Excellent written and oral communication skills. Good planning and organisation skills. Good problem solving and analytical skills. Good public relations, communication and influencing skills. Strong leadership and interpersonal skills. Able to work independently and as a team. Good supervisory skills. Proficiency in financial management tools and marketing platforms. We regret that only shortlisted candidates will be notified. Hiring Institution: NTU