Roles and Responsibilities:
- Support Deputy Chief Executive Officer, Research and Education, Director, Research, and Senior Assistant Director, Research on managing events and supporting research programmes and initiatives of the National Dental Centre Singapore (NDCS), National Dental Research Institute Singapore (NDRIS) and the Oral Health Academic Clinical Program (ORH ACP).
- Report to the Senior Manager, Research in the following areas
Grant Management and Procurement
- Support and manage the NMRC Centre Grant and research grants awarded to NDCS.
- Assist NDCS principal investigators and clinician researchers to coordinate grant applications, manage awarded grants.
- Develop grant proposals for research programmes e.g. e.g. pitch-for-grant seed funding programme and prepare research cases for support to attract philanthropy funding.
- Facilitate key performance indicators tracking
- Draft progress reports
- Support and manage the Grant Finance System and Procurement System
- Create new grants Cost Centers and IO on the SAP and finance system
- Monitor grant budget and utilization
- Handle budget variation matters
- Handle procurement matters e.g. Invitation to Quote (ITQ), Waiver of competition (WOC)
Research administration and operation
- Perform secretariat duties for meetings (e.g. committee, workgroup, events, and programmes), coordinate meetings, record and vet minutes, follow-up on matters arising from the meetings
- Prepare meeting materials and coordinate research-related meetings for events and programmes
- Work with SingHealth's Legal department in Preparation, drafting, negotiation, and execution of agreements for events and programmes
- Develop proposals for event and programme, and procure approvals
Event and programme planning and coordination:
- Distil the requirements and needs of the event and programme, select and procure the appropriate venue, possess good knowledge of geographic locations and their main attractions for post-meeting networking, organize audio-visual equipment in advance or procure similar services from third parties, coordinate hotels and transportation and F&B catering
- Oversee the set-up, execution and conclusion of event and programmes oversee venue logistics and seating arrangement, preparation and distribution of event and programme collaterals and materials
- Prepare and disseminate event and programme briefs for attendees or logistics counterparts.
Event and programme marketing and procurement:
- Prepare and design collaterals for marketing the event and programme and timely registration/RSVP to ensure positive attendance and participation at the event and programme oversee photo-taking, design and updates of event and programme websites, social media, brochures, and marketing materials
- Liaise with NDCS Comms on marketing coverage at SingHealth/Cluster level
- Manage and propose budget for the event and programme, track and monitor expenses does not exceed budget, review bills before seeking approvals for payments, prepare ITQ and WOC paperwork with justification to seek approvals, liaise with Finance and Procurement department to ensure the procurement process goes smoothly and timely.
Relationship building and hosting of GOH, VVIP, trainers, and guest speakers:
- Prepare and distribute invitation emails, and letter of invitations
- Source sponsorship and prepare billing receipts
- Make arrangement and booking of accommodation and transport for guest speakers arriving at or departing from airport or places of attraction, and payment of honorarium
Requirements:
- Bachelor in Life Science or other related field with minimum 3 years of relevant working experience in research/healthcare organizations related to event coordination, marketing or communication roles
- Experience with event and programme organization, planning and coordination is preferred
- Experience with budget preparation and inter-personal relationship would be advantageous
- Meticulous and responsive with excellent communication and writing skills
- Able to perform under minimal supervision and tight deadline, and handle uncertainty
- Highly motivated with ability to work under pressure and thrive under challenging conditions
- Able to prioritise workload and meet strict deadlines
