Executive / Senior Executive / Assistant Manager (APT Function)

Posting Start Date: 01/04/2026

Job Description

The Office of Faculty Affairs at Duke-NUS Medical School provides comprehensive support to faculty and is central to the Faculty Appointments, Promotion and Tenure (APT) function. This role encompasses a diverse and dynamic portfolio of responsibilities — from administering faculty APT processes and nurturing faculty development and mentoring, to providing secretariat support to key School-level academic committees.

The successful candidate will work in a collaborative, fast-paced academic environment, interfacing with senior faculty, University committees, and external stakeholders. Candidates with exceptional qualifications or experience may be considered for the more senior appointment.

Key Responsibilities

Faculty Appointments, Promotion and Tenure (APT)

• 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, and schedule APT Committee meetings with timely circulation of materials.
• Submit dossiers to the University Promotion and Tenure Committee (UPTC) for review and approval where applicable and help address queries from the committee.
• Prepare papers for approval by the Provost, Academic and Research Committee (ARC), and/or Governing Board (GB) as required.
• Serve as point of contact for queries relating to APT guidelines and processes, and those relating to principal research scientist appointment and promotion.

Systems, Processes & General Administration

• 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 systems, including access management and serving as liaison between Duke-NUS faculty and NUS secretariats managing the systems.
• Support system upgrades and transitions—including the NUS P&T system—through requirements gathering, user acceptance testing, and updates to standard operating procedures.
• 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.

Job Qualifications

Education

• Degree in Life Sciences, Health Science, or Social Sciences or related disciplines. Candidates with degrees in other fields and who have relevant experience will also be considered.

Experience

• For Executive / Senior Executive: Minimum 2 years of relevant experience in biomedical research or healthcare setting.
• For Assistant Manager: Minimum 4 to 6 years of relevant experience, with at least 2 years in a managerial or supervisory role.
• Prior experience in a research or academic environment is advantageous.

Skills & Competencies

• Strong organisational skills with the ability to prioritise tasks, manage multiple assignments, and meet deadlines in a fast-paced environment.
• Excellent written and verbal communication skills; ability to prepare clear, professional documents for senior leadership and external stakeholders.
• Mature, independent, and detail-oriented, with strong interpersonal and public relations skills.
• Proficient in Microsoft Office applications. Familiarity with Adobe Acrobat, virtual meeting platforms including Zoom and Teams, and leveraging artificial intelligence to enhance work processes will be advantageous.

We regret that only shortlisted candidates will be notified.