Manager, Operations & Admin (Contract)
Full-time
NUHS
About NXAC
NXAC is a newly established research and translation centre under the National University Health System (NUHS). The Centre brings together clinicians, engineers, and research scientists to advance three converging frontiers — Advanced Connectivity, Spatial AI, Embodied AI — and to translate them into deployable solutions.
NXAC has been designed from the outset for translation, with an operating model that bridges academic research and commercial deployment so that discoveries can move rapidly from laboratory to clinic to market, both within NUHS and through partner health systems regionally and internationally.
NXAC is seeking a capable and resourceful Operations & Administration Manager to serve as the operational backbone of the Centre. Reporting directly to the Centre Director, the role holder will own the day-to-day running of the Centre as an organisation — spanning office and facilities operations, finance and procurement administration, human resource coordination, executive support, and secretariat duties for the Centre’s boards and committees.
This is a founding-team appointment for a hands-on operations generalist who is comfortable building processes from scratch, working independently across a wide brief, and interfacing confidently with institutional corporate offices, industry partners, and senior stakeholders. As the Centre grows and its corporate and governance structures mature, the role holder will play a central part in professionalising its operations and will have significant scope to shape and grow the function.
Key Responsibilities
Centre operations and facilities
- Oversee the day-to-day operations of the Centre, including office management, facilities coordination, equipment and asset tracking, and workspace planning.
- Establish, document, and continuously improve the Centre’s standard operating procedures, administrative workflows, and internal policies.
- Manage the Centre’s operational calendar, shared resources, and IT and systems administration needs in coordination with institutional service providers.
- Support the Centre’s evolving corporate and governance requirements as its organisational structure matures, in coordination with institutional legal, finance, and corporate services.
Finance and procurement administration
- Administer the Centre’s operating budget, including purchase requisitions, invoice processing, expense claims, and budget utilisation tracking, in accordance with institutional financial policies.
- Coordinate procurement activities, including sourcing, quotation and tender administration, vendor onboarding, and contract documentation, working with institutional procurement offices.
- Support financial reporting, audit preparation, and reconciliation exercises, and maintain accurate and complete financial records.
Human resource and manpower administration
- Coordinate recruitment logistics, including job postings, interview scheduling, and liaison with institutional HR on appointments, contracts, and renewals.
- Manage onboarding and offboarding of staff, students, and visitors, including system access, workspace allocation, and induction.
- Administer leave records, training coordination, and HR documentation, and support performance review and manpower reporting cycles.
Executive support and secretariat
- Provide executive support to the Centre Director, including diary management, travel arrangements, and preparation of correspondence and briefing materials.
- Serve as secretariat to the Centre’s boards, committees, and working groups, including scheduling, preparation and circulation of agendas and papers, minute-taking, and tracking of action items and follow-ups.
- Maintain the Centre’s document management, filing, and records systems to a standard that supports governance, audit, and institutional requirements.
Events, visits, and communications support
- Plan and execute Centre events, workshops, demonstrations, and delegation visits, including logistics, hospitality, and protocol for senior local and international guests.
- Support the preparation of corporate materials, newsletters, and website or social media updates in coordination with institutional communications offices.
- Coordinate the Centre’s participation in conferences, exhibitions, and outreach activities.
Requirements
- A relevant degree in business administration, management, or a related discipline.
- At least 5 years of relevant experience in operations, administration, or office management, ideally within healthcare, academic, research, or technology environments.
- Demonstrated ability to work independently across a broad operational remit, exercising initiative and sound judgement with minimal supervision.
- Working knowledge of finance and procurement processes, including budgeting, purchasing, and expense administration.
- Strong organisational skills, meticulous attention to detail, and the ability to manage multiple priorities under time pressure.
- Excellent written and verbal communication skills, with the professionalism and discretion to support senior leadership and engage external stakeholders.
- Proficiency in Microsoft Office and common enterprise systems for finance, HR, and procurement.
- Experience in an early-stage organisation, new centre, or start-up environment where processes were established from first principles.
- Familiarity with NUHS, NUS, or other Singapore public healthcare or university systems and administrative processes.
- Experience providing secretariat support to boards or formal committees.
- Exposure to corporate secretarial, audit, or compliance coordination.
- Experience organising events or visits involving senior officials, international delegations, or industry partners.
Key Competencies
- Operational ownership and execution discipline
- Organisation, planning, and attention to detail
- Initiative, resourcefulness, and comfort with ambiguity
- Discretion, integrity, and sound governance judgement
- Stakeholder engagement and service orientation
- Process design and continuous improvement
- Team collaboration across clinical, technical, and corporate functions
What We Offer
- A rare opportunity to build the operational foundations of a pioneering healthcare deep-technology centre from its inception.
- A broad, high-trust role with direct access to the Centre’s leadership and significant scope to shape and grow the operations function.
- Exposure to frontier research, leading clinical and academic institutions, and international industry partners.
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Vacancy posted 7 days ago
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