Executive

This comprehensive job description aims to attract a candidate with a strong background in grants management, project leadership, and the ability to thrive in a dynamic research environment. This role requires multi-tasking across a range of responsibilities, including handling confidential, administrative, and operational support duties.

He / She must be able to work independently, self-motivated, possess strong communication skills and highly organized to ensure all duties run smoothly on a daily and long-term basis.

SPECIFIC
A. Project Management
1. Work closely with Principal Investigator (PI) and lead the grant activities related to National Healthcare Group (NHG) Investigational Medicine Unit (IMU) – Awarded application: Sustaining and Strengthening National Healthcare Group (NHG)’s Investigational Medicine Unit (IMU), by ensuring adherence to timelines, budget, and quality standards.
2. Coordinate project activities, monitor progress, and address any issues to achieve project goals.
3. Manage budgets related to grants and projects, ensuring efficient allocation of resources.
4. Track expenditures, collation of cash flow projections, prepare financial reports, and provide regular updates to relevant stakeholders.
5. Ensure compliance with funding agencies’ requirements and regulations.
6. Cultivate and maintain relationships with partners and collaborators. Help to promote a working environment of collegiality and effective teamwork.
7. Communicate effectively to convey the impact and outcomes of grant-funded project.
8. Research, identify, and pursue potential funding opportunities aligned with IMU objectives.
9. Prepare and collate ad-hoc / monthly statistical reports as needed.

B. Grant Management
1. Liaising with grantees on pre- and post-award matters.
2. Regular and timely update of the REDCap, or other required systems for grant related information, such as grant status, extension of grant expiry date, change in study team member, virement of budget, updating of budget utilization, etc.
3. Timely generation and submission of accurate and reports to funding agencies and ensure the timelines are met.
4. Liaise with Finance Department to create Internal Order (I/O) Code and Insurance Provider (IP) code (if applicable). Facilitate timely closure for IO when grant ends.
5. Conferring with Finance Department to help make payment, process incoming invoices, and verify receipts.
6. To be well-versed in all payment systems to ensure expenditures are properly tracked, itemized, and promptly reimbursed.
7. Retrieval and collation of SOA to facilitate various cash flow reporting
8. Maintain accurate and complete documentation.
9. Digitalize & Streamline Processes – To leverage on technology to develop, manage and review processes and controls to ensure effective and efficient administration of funding.

C. Administration
1. Organizing and managing schedules and calendars for PI and manager(s).
2. Arrange, coordinate and manage logistics for department meetings and activities (i.e., booking / setting up of virtual and physical meetings, sending invites to meeting attendees, collation of presentation slides, circulation of agenda, etc.).
3. Attend, write and circulate minutes for meetings.

GENERAL
1. Perform any other duties as assigned by the Supervisor / Head of department.
2. Constantly evaluate and make continuous improvement to own work processes.
3. Actively participate as a member for quality improvement projects of Hospital-wide / Departmental level.