Senior Executive / Assistant Manager, Dept of Surgery (1-Year Contract). - #1115345

Career in the Hospital 

Join our incredible team at the National University Hospital (NUH), where we believe that a hospital is more than just a workplace. Every day, we witness the remarkable impact that our healthcare professionals can have on individuals, families, and entire communities. 

At NUH, we are driven by a shared purpose – to lend a helping hand to those in need, to be a source of support and healing, and to empower patients to live their best lives. 

We are looking for passionate and committed individuals to join us as we transform lives and create a lasting impact in the lives of our patients. The impact you make at NUH will be profound, regardless of the role you take up in the hospital. 

About NUH

The National University Hospital (NUH) is Singapore’s leading university hospital, with a proud heritage dating back to 1905 with the establishment of what’s now the NUS Yong Loo Lin School of Medicine. Our strong ties with the medical school have shaped us into a unique institution, allowing us to seamlessly integrate clinical care with teaching and research. As a university hospital, we go beyond the realm of providing tertiary medical care. We are a hub of knowledge and innovation, attracting healthcare professionals who are passionate about pushing boundaries and making significant contributions to the field. 

About Department and Purpose of the Position

The Senior Executive / Assistant Manager will act as a liaision person between NUHS Research Office and Department on research administrative matters. You are also required to formulate finance-related policies, procedures and Standard Operating Procedures to enhance efficiency, effectiveness, and compliance.

Key Responsibilities

Grant-related Matters

• Obtain approvals from PIs prior to requesting for statement of accounts from 1FSS

• Provide advice to new investigators within the department on financial planning, budgeting, forecasting and grant management

• Assist new investigators on management of grant accounts

  • Keep track of grant utilisation and advice PI on balances in their grant

  • Provide advice for better utilisation of grant funding

• Assist new investigators within the department with claim matters

  • Submission of claims on ePay for journal articles, flight expenses, conference fees, etc

• Management of PI-related research grants' databases, including clinical trials

  • Keeping track of new and expired grants

• Assist PIs in preparation and submission of grant claim form to Research Office

  • Collation of supporting documents for claim submission

• Liaise with 1FSS and Research Office Finance for grant-related discrepancies, and provide solutions to solve the discrepancy issues.

Procurement

• Weekly management of procurement requests database on FormSG

• Assist PIs in procurement processes, as department's authorised user, for items needed for their research projects

  • Request for quotations from vendors, including flight tickets from NUH travel agencies

  •  Submit quptations for Purchase Request on procurement portal

  • Ensure vendor submits the endorsed delivery order for invoice submission

  • If amount more than $5k, submit a Sourcing Request on procurement portal

  • Communicate with procurement team on handling of vendor not being able to accept NUH T&Cs

• Evaluation of vendor's quotations for assessment and price reasonableness

Creation of IO accounts

• For sponsored funds (from companies), submission of request for an account creation on eSundry

  • Prepare documes that are required for submmission, including research collaboration agreement and ethics approval

  • If company is not a NUH vendor yet, submit a request to create vendor account on Decisions portal

Database and Fund Management

• Management and monthly updating of NUH and NUS research staff listing in department and medical students

• Quarterly collation of research publications in the department

• Assist in reviewing research collaboration agreements and subaward letters for PIs with collaboration with other institutions

• Assessing and approving of ePAS ID requests for research staff and medical students doing research

• Maintenance and management of department research fund and its utilisation

Training

• Training of newly onboarded research staff (NUH and NUS) for EPIC training as Credentialed Trainer

• Preparation of slide decks for new clinicians planning to embark in research

NUS Matters

• Quarterly consolidation of NUS and NUH research grants received in the department across the years

• Quarterly consolidation of research publications of PIs under department

• Disseminate emails to department on grant calls and research seminars

• Contract liaison officer for extension and variation research agreements

• Creation of study records for new study in EPIC for research teams in department

• Provide support to NUH research admin for department grants includes but not limited to procurement, claims submission on ePay, IO creation, ADID access approvals, and handling of queries from research team/research office

• Assist HoD for ECOS ethical application endorsements (HoD as Dept Representative)

• Adhoc department activities/tasks

Ad-hoc Tasks

• Attending to adhoc queries/tasks on research related matters

  • Re-tracing of grant deficits from old grants and report back to Research Office

  • Liaising with HR and SHC on recruitment matters

  • Automate processes for research workflows

  • Submission of internal charging requests to move funds from one cost centre/IO code to another

  • Provide advice on EPIC tools for research staff

Key Requirements

• At least a Bachelor in any discipline with 3 years of work experience, and preferably with knowledge in supporting administration in research.

• Excellent organizational skills and ability to set priorities and meet challenging deadlines

• Self-directed individual with initiative, analytical and problem-solving skills with strong project management skills

• Excellent interpersonal skills with the ability to build collaborative, trustworthy relationships across institutions and functions

• Ability to work in a fast-paced environment and to manage multiple priorities and stakeholders

Closing & Applications

When you join NUH, you become part of a dynamic and collaborative environment where expertise, knowledge, and compassion all come together. 

Working in healthcare offers satisfaction that extend far beyond the ordinary. The smiles of gratitude from patients and the profound sense of fulfilment that comes from helping others cannot be measured. It is a career that allows for both personal and professional growth. The challenges you encounter in this rapidly evolving industry push you to constantly expand your knowledge and skills, as well as encourage lifelong learning. 

Be a part of a team that gets to create a transformative healthcare experience for our patients and professionals alike.