Senior Executive/Assistant Manager (2-year contract), SMU Urban Institute

COMPANY DESCRIPTION

Singapore Management University is a place where high-level professionalism blends together with a healthy informality. The 'family-like' atmosphere among the SMU community fosters a culture where employees work, plan, organise and play together building a strong collegiality and morale within the university.

Our commitment to attract and retain talent is ongoing. We offer attractive benefits and welfare, competitive compensation packages, and generous professional development opportunities all to meet the work-life needs of our staff. No wonder, then, that SMU continues to be given numerous awards and recognition for its human resource excellence.

RESPONSIBILITIES

The SMU Urban Institute, launched in early 2024, is a university-level research institute dedicated to advancing an interdisciplinary research agenda. Leveraging SMU's strategic position as a dynamic management university in Singapore's city centre, the Institute aims to make a meaningful impact through the study of Asian cities.

We are currently seeking an individual to support the operations of the Institute. This role offers hands-on experience in all aspects of research institute management, and provides growth opportunities in a dynamic start-up environment, working alongside staff and faculty of the Institute, the broader SMU community, and private and public stakeholders both locally and internationally.

The individual will assist the Institute in managing daily operations, ensuring administrative efficiency, financial oversight, compliance, and effective communication with stakeholders.

Responsibilities:

• Operations
  • Manage the Institute's communication channels and ensure timely responses to inquiries from faculty, researchers, and other stakeholders.
  • Liaise with internal and external stakeholders to support research collaborations and academic exchanges, include working with HR and SMU IT to onboard staff, and coordinate internal and external meetings.
• Finance and Compliance
  • Assist with budget preparation, fund monitoring, and financial reporting.
  • Process procurement, travel requests, and reimbursement claims, ensuring adherence to university and funding guidelines, legal and other requirements.
• Grant Administration and Project Management
  • Provide support for the management of research projects and other collaborations, including pre- and post-award grant administration and tracking project milestones.
  • Disburse and monitor research funds, ensuring compliance with funding guidelines.
  • Maintain accurate records of research projects and provide timely updates.
  • Support ad-hoc proposal submissions and facilitate inter-departmental approvals.
• Communications and Outreach
  • Collaborate with internal and external stakeholders to promote the Institute's research and initiatives, including events management.
  • Develop and disseminate reports and communication materials, including electronic direct mailers, newsletters and periodic update to SMU management.
  • Manage digital content including website and social media platforms, effectively targeting key audiences.
  • Track and analyse impact of communications efforts and recommend strategies to enhance outreach and branding.
• Other duties, including those beyond the immediate job scope, as assigned.

• A bachelor's degree in any discipline with related experience is required.
• Early or mid-career individuals with at least 2 to 4 years of relevant experience are welcome to apply.
• More experienced candidates will be considered for the Assistant Manager position.

The individual should possess the following knowledge and skills to effectively support the Urban Institute:

• Dynamic and innovative, with the ability to thrive in a start-up environment.
• Ability to implement processes and guidelines based on institutional policy and contract agreements.
• Event management and coordination skills.
• Strong interpersonal and communication skills.
• Understanding of academia and research operations.
• Basic financial management skills, including budgeting and fund monitoring.

The following attributes would be highly advantages:

• Experience in supporting operations in a research environment, collaborating with faculty and staff.
• Experience assisting with the management of research grants or projects, including coordinating with funding sponsors.
• Familiarity with HR, legal, finance, and procurement policies and processes.
• Experience with website design, social media management, and basic graphic design tools.
• Passion for urban environments and cities.

#LI-JN2

Candidates who do not possess the stipulated qualifications but have relevant work experience may still apply. Remuneration and appointment terms shall commensurate with qualifications and experience. SMU reserves the right to modify the appointment terms where necessary.