Manager, Business Operations Management

The Singapore Centre for Environmental Life Sciences Engineering (SCELSE) is a unique interdisciplinary Research Centre of Excellence (RCE), funded by National Research Foundation, Ministry of Education, Nanyang Technological University (NTU) and National University of Singapore (NUS). Hosted by NTU in partnership with NUS, SCELSE is linking new insights from the life sciences with expertise from emerging technologies in engineering and natural sciences to understand, harness and control microbial biofilm communities and microbiomes.

SCELSE is looking for a highly motivated and experienced business operations manager within the organisation’s administrative team. This role will be leading a team of secretaries and is responsible for overseeing and coordinating the administrative activities of a department or team. T

Responsibilities:

• Support Centre Director in the delivery of strategic goals for the transition beyond the RCE model in 2026.

• Support Centre Director administratively and operationally in the development of externally funded programme(s) at SCELSE.

• Support new strategic programmes.

• Host events and/ or networking sessions for engagement with external key stakeholders and potential industry partners eg. MOH/ MSE /NRF/ PUB/ MOE

• Plan programme budgets and monitor utilization of approved budgets.

• Ensure action plans are followed up and executed by designated parties and are on track.

• Ensure smooth on-site execution of events/ projects.

• Manage the overall administration and activities of Centre Director’s Office including coordinating of meetings, travel arrangements, seminars, conferences, and appointments with internal/external stakeholders.

• Provide secretariat support for certain meetings as assigned by Centre Director, with the responsibility of scheduling, planning of meeting agenda, participation, taking and distributing minutes of meetings, maintaining records, ensuring follow up of action items and discussions etc.

• Liaise with SCELSE Corporate Services and NTU LSO on certain legal/contractual matters for Director.

• Assist with the submission of reimbursement claims and overseas travel requests in accordance to NTU’s policies and procedures and ensure such requests are processed duly and in a timely manner.

• Handle service agreements with overseas collaborators.

• Coordinate logistics for internal, external and overseas visitors to the Centre (invitation letters, itinerary, flight, accommodation, meeting rooms, transport).

• Support the monthly RD and ExCo meeting.

• Support the SAB and GB meetings (minutes writing and follow up).

• Coordinate with various internal/ external departments to organise SCELSE-wide events and activities.

• Coordinate admin and logistical support related to handling of mails, confidential materials, room booking, venue set-up, invitation letters to seminar speakers, transportations, and etc.

• Coordinate and support matters requiring approval and endorsement of PIs and Directorate management in accordance with NTU Delegation of Authority matrix.

• Prepare various reports, documents, and correspondences for meetings and external stakeholders.

• Maintain an excellent filing system which includes filing of policy, confidential documents, project related documents which may be highly confidential and ensure adherence to governance and compliance eg. data protection policy, NDA

• Manage and lead a team of secretaries. This includes providing guidance and monitoring performance to ensure that the team operates efficiently and effectively.

• Identify opportunities for process improvement within the secretarial team and implement changes to enhance efficiency and productivity.

• Provide secretarial support to Research Directoriate on behalf of team members on leave.

Requirements:

• Degree in Business Administration or equivalent from recognized universities.

• More than 8 years of relevant secretarial/business operations experience supporting senior management.

• Project/programme management experience, experience in an institute of higher learning will be preferred.

• Possess a flexible mindset, can work both independently and also a team player.

• Able to manage multiple tasks effectively and produce quality work under time constraints.

• Meticulous and possesses excellent organizational skills.

• Proficient in MS Office applications and familiarity with SAP Concur, Ariba, ZOOM will be advantageous.

• Good spoken and written English.

• Resourceful, strong ownership, has integrity and sense of urgency.

• Pro-active, continuous improvement mindset, good interpersonal skills.

• Business development experience with industry, agencies, and international partners will be advantageous.

To find out more about SCELSE, visit us on Facebook , Instagram , LinkedIn , Twitter and our website: http://scelse.sg .

Hiring Institution: NTU