Job Description
To provide comprehensive and timely administrative support for the Department of Civil and Environmental Engineering (CEE)'s research portfolio, with a primary focus on grant life-cycle administration, research coordination and outreach, and departmental procurement. The role serves as a key administrative interface among funding agencies, academic staff, external stakeholders, and University offices, ensuring accurate records, timely submissions, policy compliance and effective stakeholder coordination.
Duties & Responsibilities
Research admin and outreach
- Administer research projects hosted or co-hosted by CEE, including maintaining the departmental research portfolio; coordinating grant proposal submissions; supporting the full grant life cycle from account setup to project closure and audit; preparing financial, progress and audit-related reports for funding agencies and auditors; and maintaining accurate grant records and data.
- Support the planning and implementation of CEE research outreach and engagement activities, including emerging research initiatives, research cluster activities and liaison with industry partners.
- Provide support in drafting, collating and maintaining documentation on the activities and achievements of CEE's research clusters.
- Collate data and support the planning, design and preparation of research outreach materials, including departmental presentations, videos, research publications, seminars, webinars, and research website content and updates.
- Administer Training Employment Pass (TEP) matters for visiting research personnel, including new applications and renewals; coordination with Principal Investigators, Human Resources and relevant University offices; monitoring pass validity; ensuring timely action and compliance with University and Ministry of Manpower requirements; and maintaining accurate records.
- Perform other duties as assigned.
Department procurement
- Support procurement activities for routine departmental operations, ensuring that documentation and processes comply with University policies and required timelines
Job Requirements
- At least a recognised diploma or equivalent qualification.
- Candidates with no experience are welcome to apply; relevant experience in research, grant or general administration would be an advantage.
- Proficiency in Microsoft Office, particularly Word, PowerPoint and Excel, including pivot tables and lookup functions.
- Strong written communication skills, with the ability to collate, organise and summarise information clearly and accurately.
- Ability to handle confidential and sensitive information with discretion.
- Meticulous, organised and able to follow through on tasks and deadlines.
- Independent, resourceful and resilient, with good interpersonal and stakeholder-management skills.
- A background in science or engineering would be an advantage.
- Values teamwork and can also work independently.
- Open to fixed-term contract.