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
Faculty Appointment, Promotion & Tenure Support
- Coordinate calls for faculty dossier submissions and conduct detailed reviews to ensure completeness and compliance with documentation requirements.
- Schedule APT Committee meetings and manage the circulation of dossiers for committee review.
- Provide full secretariat support to APT Committee meetings, including agenda preparation, minute-taking, consolidation of voting outcomes, and follow-up on action items.
- Submit dossiers to UPTC, respond to queries, and track approvals through to completion.
- Prepare approval papers for the Provost, ARC and/or GB, as required.
- Route approvals and communicate outcomes to relevant internal stakeholders (e.g. Signature Research Programmes, Centres, Office of Academic Medicine, etc).
Faculty Development & Review Processes
- Manage the faculty MTAR process by monitoring 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.
Systems, Process Improvement & User Support
- Provide administrative and user support for faculty-related systems (e.g. P&T, MTAR and Faculty Profile), including access management.
- Act as the key liaison between Duke-NUS faculty and NUS secretariats responsible for system management.
- Support system upgrades and transitions, including requirements gathering, user acceptance testing, and updating standard operating procedures.
Distinguished Faculty Appointments
- Serve as Secretariat to the Distinguished and Emeritus Professors Selection Committee (DEPSC).
- Coordinate review and approval processes for Distinguished Professorships and Provost's Chair appointments 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.
