Overview
We are seeking a highly motivated candidate as a Assistant Manager, Admin Ops at the Yeo Boon Khim Mind Science Centre (MSC). The Centre has been driving translational research in mind health and developing community interventions to enhance emotional resilience and optimize cognitive performance, across life trajectory, to build an undefeated mind. Innovating mind health with biology and social science, the research areas focus on population mental and social health integrative therapeutics in active ageing and optimising human potential, digital mental health and environmental effects on mental health.
The Yeo Boon Khim Mind Science Centre is a NUS and NUHS Research Centre. mindsciencecentre.sg
Reporting to the Associate Director, the candidate will be responsible for administration and the day-to-day operations of the MSC. The candidate shall develop a deep understanding of MSC's business, operations, processes and systems to support the budgeting, management analysis, compliance and reporting to Management and Board for business continuity and sustainability. This includes managing MSC's finances and finance-related matters, as well as Secretariat and administrative functions to improve organisational and service excellence.
Job Description
Administration and Business Operations
- Oversee the day-to-day operations of the Centre, including office management, task coordination, budgeting, and grant monitoring.
- Timely preparation of regular reports to Management and provide Secretariat support to the Management, Committees and Boards.
- Monitor and review work deliverables, practices and procedures for better operational efficiency and highlight potential issues in processes and controls.
- Analyze data and provide insights to support decision-making processes.
- Manage Academic Board to ensure research rigour and compliance, including Seed Grant Call.
- Monitor and manage procurement and fund availability. Work with requesters, vendors and approving authorities to ensure compliance to procurement policy.
- Support HR functions and assist in recruitment, onboarding, reappointment and fund check for admin, research staff and academic visitors.
- Manage assigned projects and drive MSC's objectives with relevant stakeholders to ensure compliance to applicable standards, policies and procedures.
- Manage the Centre Director's calendar, travel arrangements, and expense claims.
- Any other ad-hoc tasks or projects as assigned.
Compliance and Finance Reporting
- Manage MSC's NUS and NUHS finances and finance-related matters such as fund management, preparation and analysis of financial statements for audit and reporting to ensure compliance to corporate governance of NUS and NUHS
- Perform fund accounting and finance work manage billings and accounts receivable, grant claims, revenue accounting, and attend to audit by grantors and internal audit.
- Plan and monitor annual budgets and utilisation, implement dashboard, prepare timely succinct analyses and financial reports to Management and Boards for appropriate actions and review.
- Manage integrity of fund usage, ensure compliance of fund application, implement budget control with continuous improvements to processes and system
- Work with research teams, funding agencies, Academic Board, Dean's Office and Office of Finance on funding, accounts creation and management, and timely reporting.
- Administer gifts and grants in timely manner to ensure compliance to NUS, NUHS Funds and Donors/Grantors guidelines.
- Prepare donor or grant related financial reports. Liaise with external auditors if necessary.
Job Requirements
- Bachelor Degree with relevant professional qualifications, preferably in Business Administration, Finance, or equivalent
- At least 4 years of relevant working experience.
- Experience with management and financial accounting is a plus.
- Familiar with SAP Financial system and Public Service Procurement framework is an advantage.
- Proficient in Microsoft Office and MS Excel.
- Able to communicate well (spoken and written) across all levels.
- Meticulous, proactive and resourceful.
- Inquisitive and analytical mind set.
- Tact and discretion in handling confidential information.
- Adhere to high standards of professional integrity and ethics
