"Executive/Senior Executive"

Job Description

The candidate will provide secretariat and administrative support for faculty appointment, promotion, and tenure (APT) processes at Duke-NUS. Key responsibilities include collating and reviewing faculty dossiers to ensure completeness and compliance with documentation requirements, coordinating committee meetings, and facilitating timely reviews and approvals through the APT Committee, Dean’s Office, University Promotion and Tenure Committee (UPTC), Academic and Research Committee (ARC), and Governing Board (GB).

The role also supports system and process enhancements, including the transition to NUS’s Promotions & Tenure (P&T) system, provision of user support, and updating of standard operating procedures (SOPs). The candidate will manage the faculty Mid-Term Advisory Review (MTAR) process by monitoring timely completion of all system-based review stages, offering user assistance, and working closely with the NUS MTAR Secretariat. In addition, the role provides secretariat support to the Distinguished and Emeritus Professors Selection Committee (DEPSC) for distinguished faculty appointments.

Key Responsibilities

• Coordinate calls for dossier submissions, perform dossier checks, schedule APT Committee meetings and circulate dossiers for review by the committee.
• Provide secretariat support for APT Committee meetings, including taking minutes, collating and consolidating voting outcomes, and following up on any action items.
• Submit dossiers to UPTC for review and approval (where applicable) and address any queries.
• Prepare papers to seek Provost, ARC and/or GB’s approval, as required.
• Route approvals and communicate outcomes to relevant offices (e.g. Signature Research Programmes, Centres, Office of Academic Medicine, etc).
• Monitor timelines for 1st and 2nd Year faculty mentoring for Tenure Track Assistant Professors and send reminders to the relevant offices to conduct the mentoring reviews.
• Provide administrative and user-support for faculty-related platforms (e.g. P&T, MTAR and Faculty Profile), including access management and serving as the liaison between Duke-NUS faculty and NUS Secretariats managing the systems.
• Contribute to system upgrades and transitions, including requirements gathering, user acceptance testing (UAT) and SOP updates.
• Serve as DEPSC Secretariat for distinguished professorship and Provost’s Chair appointments, coordinating the review and approval processes through the DEPSC, Provost’s Office, ARC and GB.
• Perform other duties as assigned by the reporting manager.

Job Qualifications

• Degree in Biological Sciences.
• Candidates with degrees in other disciplines who have at least 3 to 4 years of relevant experience in the biomedical research or healthcare environment will also be considered.
• Prior work experience in a research/academic environment would be advantageous.
• Strong organisational skills, with the ability to prioritise tasks and manage multiple assignments effectively.
• Possess strong oral and written communication skills, with the ability to work collaboratively in a team-based environment.
• Proficient in Microsoft Office applications and Adobe Acrobat (PDF) and experienced in using Zoom or similar platforms to host and manage meetings.
• Candidates with higher credentials and/or more extensive experience may be considered for a more senior appointment.

We regret that only shortlisted candidates will be notified.

More Information

Location: Outram Campus
Organization: Duke-NUS Medical School
Department: Office of Academic Medicine
Employee Referral Eligible: No
Job requisition ID: 31399