Executive / Senior Executive / Assistant Manager (APT Function)

About This Role

This role provides comprehensive support to the faculty of Duke-NUS Medical School, focusing on Faculty Appointments, Promotion and Tenure (APT) matters. It involves administering faculty APT processes, supporting faculty development initiatives, and providing secretariat support to key academic committees at the School level. The successful candidate will work in a collaborative and fast-paced academic environment, partnering closely with senior faculty, University committees, and external stakeholders.

Responsibilities

• Provide full secretariat support for APT Committee meetings: prepare agenda and meeting papers, prepare minutes, consolidate voting outcomes, and follow up on action items
• Coordinate calls for dossier submissions, perform dossier completeness checks, schedule APT Committee meetings and ensure timely circulation of materials
• Collate and submit dossiers to the University Promotion and Tenure Committee (UPTC) for review and approval, where applicable, and address queries from the committee
• Prepare approval papers for the Provost, Academic and Research Committee (ARC), and/or Governing Board (GB), as required
• Serve as the point of contact for faculty and stakeholders on APT guidelines and processes, including matters relating to the appointment and promotion of Principal Research Scientist
• Provide administrative and user support for faculty-related platforms; e.g. NUS Promotion & Tenure (P&T), Mid-Term Advisory Review (MTAR), and Duke-NUS Faculty Profile system, including access management and serving as liaison between Duke-NUS faculty and NUS secretariats managing the systems
• Support system upgrades and transitions
• Manage the faculty MTAR process: monitor timely completion of all system-based review stages, provide user assistance, and liaise with the NUS MTAR Secretariat
• Collaborate with information technology colleagues to develop, customise and/or enhance the online Faculty Database and related systems
• Prepare meeting papers, reports, and presentation materials for senior leadership
• Perform other duties incidental to the work described herein or as assigned

Requirements

• Degree in Life Sciences, Health Science, Social Sciences or related disciplines. Candidates with degrees in other fields and who have relevant experience will also be considered
• For Senior Executive: Minimum 2 years of relevant experience in biomedical research or healthcare setting
• For Assistant Manager: Minimum 4 to 6 years of relevant work experience, with at least 2 years in a managerial related role
• Meticulous, organised, and detail-oriented with strong organisational skills and the ability to manage priorities, while meeting deadlines in a fast-paced environment
• Excellent written and verbal communication skills, with the ability to prepare clear, professional documents for senior leadership and external stakeholders