Manager, NUHS Education & Research Office

Manager, NUHS Education & Research Office (2 Years Contract)

Position Overview

We are seeking an experienced and proactive Senior Assistant Manager to manage the day-to-day administrative, financial, and operational activities of our department. The ideal candidate will bring 5 - 10 years of administrative experience in a health system, research institute, or university setting, with a proven track record in fund and budget management, procurement, office operations, facilities oversight, and IT asset coordination.

This role is critical in ensuring that resources are optimally used and coordinated between our units.

Key Responsibilities

1. Financial & Fund Management

• Manage departmental budgets, research grants, and other funds, ensuring accurate tracking, compliance, and timely reporting or submissions for reimbursement.
• Liaise with central finance teams to ensure proper accounting, reconciliations, and audits.

2. Procurement Administration

• Manage procurement activities, including preparing purchase requests, evaluating quotations, and ensuring compliance with institutional purchasing policies.
• Work with vendors and service providers to secure cost-effective and high-quality goods and services.
• Monitor and track purchases to ensure timely delivery and proper documentation.

3. Office & Facility Administration

• Manage day-to-day office operations, including coordination with central facilities such as facility access, or repairs.

4. IT Asset Management

• Maintain up-to-date records of departmental IT equipment and other physical assets.
• Coordinate hardware/software procurement, deployment, and lifecycle management in collaboration with IT support teams.

5. Administrative & Event Coordination

• Provide high-level administrative support to department leadership, including developing proposals, drafting correspondence, preparing presentations, and maintaining records.
• Take and distribute meeting minutes, follow up on action items, and maintain organized documentation.
• Plan and execute departmental events, workshops, and meetings, including logistics, scheduling, catering, and participant communications.

6. Communications

• Co-manage common mailboxes, establish and update intranet/websites for organized materials

Qualifications & Experience

• Bachelor’s degree in Business Administration, Finance or related field
• 5 - 10 years of administrative experience, ideally within a health system, research institute, or university environment.
• Strong knowledge of budgeting, procurement, and fund management processes.
• Excellent organizational skills with strong attention to detail.
• Exceptional written and verbal communication skills.
• Proficiency in Microsoft Office Suite; familiarity with institutional finance, procurement, and asset management systems is an advantage.

Key Competencies

• Meticulous and detail-oriented, ensuring accuracy in financial records, procurement documentation, and asset tracking.
• Willingness to learn and adapt to evolving institutional systems, policies, and technologies.
• Proactive problem-solver with the ability to anticipate needs and address issues before they escalate.
• Adaptable and resourceful, able to manage multiple priorities with minimal supervision.
• Collaborative team player who builds strong relationships across administrative, academic, and technical teams.
• High integrity and discretion when handling confidential matters.