Manager, Administrative Support

Job description

NTU-WeBank Joint Research Centre on FinTech (WeBank) is Singapore’s 1st Joint Research Centre in Fintech. By employing “state-of-the-art” research, such as data science and analytics, Internet of Things (IoT) and blockchain technologies, the centre aims to enable and realise Banking 4.0, where banking can be personalised and done anytime, anywhere. Key Responsibilities: Manage the Centre/Lab’s day-to-day administrative and operational functions, ensuring effective, efficient and compliant service delivery. Develop, review and implement administrative policies, Standard Operating Procedures (SOPs), workflows and tracking mechanisms to strengthen governance and operational efficiency. Manage financial administration, including travel requests, expense claims, event-related expenditure and other financial transactions, ensuring appropriate funding, approvals, documentation and compliance with NTU policies. Manage the procurement and vendor management activities, including procurement planning, purchase processes, vendor registration, delivery coordination, invoice processing and resolution of procurement-related issues. Plan and oversee event arrangements for meetings, workshops, seminars, visits and other activities, including venue, catering, logistics, registration, audio-visual and on-site arrangements. Oversee staff onboarding and offboarding, access administration, seating and space allocation, staff records and other related administrative matters in coordination with HR and relevant University units. Manage fixed and inventory asset management, including asset records, tagging, loan documentation, asset verification and return of assets during staff offboarding. Oversee the Work Study Scheme and other research/student administrative processes, providing guidance to PIs, supervisors, researchers and students and ensuring timely and accurate processing. Act as a key liaison between Centre/Lab’s leadership, researchers, PIs, Finance, Admin, Procurement, IT/access teams, vendors and other University stakeholders to resolve operational matters and facilitate effective collaboration. Monitor workload, priorities, service standards and operational risks across the administrative function, escalating significant issues and recommending appropriate solutions to management. Identify opportunities to streamline administrative processes, improve service delivery and strengthen governance through better workflows, documentation, systems and practices. Provide guidance and support to the administrative team, where applicable, and promote a collaborative, accountable and service-oriented working environment. Job Requirements: A good degree in any discipline from a recognized university with at least 5 years of relevant experience in administration, operations, research administration or a similar role, preferably within a university. Excellent communication, interpersonal and stakeholder-management skills. Strong analytical, problem-solving and decision-making abilities, particularly when dealing with complex or non-standard situations. Ability to interpret and apply policies, procedures and guidelines and translate them into practical operational solutions. Strong attention to detail, accuracy and follow-through. Ability to work independently, exercise sound judgement within delegated authority and escalate issues appropriately. Demonstrated ability to improve processes and introduce practical solutions to enhance operational efficiency and service quality. Service-oriented and collaborative, with the ability to work effectively with stakeholders at different levels. Committed to integrity, compliance and high standards of professional conduct. We regret that only shortlisted candidates will be notified. Hiring Institution: NTU