Research Administrative Executive

Position: Research Administrative Executive

Department: National Addictions Management Service (NAMS)

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To provide comprehensive administrative, operational, and financial tracking support to NAMS Research unit and on-going research projects at IMH, ensuring high efficiency and adherence to institutional governance.

Job Responsibilities

1. Coordinate day-to-day administrative operations of the NAMS Research unit, including meeting scheduling, minutes taking, and department correspondence.
2. Track, monitor, and reconcile research grant budgets, expenditures, and fund utilization for ongoing departmental projects.
3. Assist investigators with procurement processes, invoice reconciliation, claims verification, and vendor management.
4. Maintain and update comprehensive tracking databases for research projects, timelines, milestones, and deliverables.
5. Assist in the preparation of regular financial progress reports and budget projections for submission to internal management and funding bodies.
6. Facilitate administrative onboarding procedures for new research staff, interns, and academic collaborators.
7. Maintain accurate records and proper filing systems for regulatory approvals, research agreements, and institutional documents.
8. Arrange and coordinate staff training, travel arrangements, conference registrations, meeting logistics, and related administrative processes, including the submission, tracking, and reconciliation of claims and reimbursements.
9. Liaise effectively with corporate support departments (Finance, HR, Procurement) to resolve operational dependencies.
10. Any tasks assigned.

Requirements

Competency

1. Demonstrated strong organizational, communication, and interpersonal capabilities with a meticulous approach to detail.

Educational and Professional Requirements

1. Bachelor's Degree in Finance or a related discipline.
2. Minimum 1-2 years of experience in administrative, operations, or basic financial tracking roles (prior experience in healthcare, institutional research, industries, or academic sectors is highly advantageous).
3. Proficiency in Microsoft Office applications, especially Excel, for data management and tracking activities.

About IMH

The Institute of Mental Health (IMH) in Singapore, established in 1928, is a premier 2,000-bed psychiatric hospital nestled in Buangkok Green Medical Park, providing comprehensive mental health services across 50 inpatient wards and 7 outpatient clinics, while also playing a pivotal role in training the next generation of mental health professionals through the NHG-AHPL Residency Programme and collaborations with local academic institutions.