Temp Administrative Assistant

Job Description

At NUS, we value the health and wellbeing of our staff and students. Our mission is to be a global practice leader in health and wellbeing, shaping compassionate and thriving communities. Together, we can help our people stay healthy and meaningfully engaged. The Health & Wellbeing (Office of the President) is responsible for the innovation, implementation and evaluation of health & wellbeing programmes which support the NUS population of staff and students, as well as communities beyond.

We are seeking a detail-oriented and proactive Administrative Assistant to join our team on a 12-month contract. You will be the operational support for our Peer Staff Support (PSS), Coach Training, and Wellbeing Business Partnership programmes. The ideal candidate will have hands-on experience with SAP Ariba, enjoy coordinating events, and excel at keeping things running smoothly behind the scenes.

Candidates should bring strong organisational skills and a service-oriented mindset. As the Health & Wellbeing Office continues to evolve, additional responsibilities may be assigned to support new initiatives, organisational priorities, or emerging capability & building needs.

Job Description and Abilities:

1. Communications & Administrative Support
   • Manage key email inboxes:
     • HWB Learning: Send programme updates and respond to registration/logistics queries.
     • PSS: Manage this two-way channel—disseminate event and volunteer information to Peer Supporters, and serve as the first point of contact for their enquiries and consultation requests.
     • General HWB: Triage and respond to general departmental enquiries.
   • Create and send clear email communications, reminders, and EDMs.
   • Restock pantry and stationery supplies (quarterly).
   • Assist with ad-hoc administrative tasks as needed.
2. Event & Training Logistics
   • Provide end-to-end logistical support for workshops, training sessions, and events across all programmes.
   • Coordinate schedules, book rooms and AV, and arrange catering.
   • Prepare all necessary materials (printing, packing kits, name tags).
   • Support on-site execution, including setup, registration, and teardown.
3. Participant & Programme Coordination
   • Update and maintain key trackers for attendance, inventory, and programme details.
   • Support participant onboarding by sending joining instructions and managing a simple helpdesk.
   • Assist with post-event tasks such as survey dissemination and report generation (e.g., uploading lists to Qualtrics).
4. Systems, Procurement & Data Management
   • Use SAP Ariba to process purchase orders and manage vendors for all programmes.
   • Accurately update databases, participant records, and inventory logs.
   • Assist with backend system tasks such as course creation (L3AP, CHRS) and simple process digitalisation.

Qualifications

• Education: Diploma or Bachelor's degree in any discipline.
• Experience:
  • Minimum 1–2 years of experience in an administrative, coordination, or logistics support role.
  • Mandatory: Hands-on experience with SAP Ariba for procurement and purchasing.
  • Experience in higher education, corporate training, or wellbeing settings is an advantage.
• Skills & Attributes:
  • Excellent organisational skills with the ability to manage multiple tasks and priorities.
  • Strong written and verbal communication skills, comfortable

Apply now