The Air Traffic Management Research Institute (ATMRI) at Nanyang Technological University (NTU), Singapore, was established in 2013 through a collaboration between NTU and the Civil Aviation Authority of Singapore (CAAS). Its mission is to conduct cutting-edge research in air traffic management (ATM) to support Singapore's position as a leading air hub and drive innovation in the Asia-Pacific region.
ATMRI focuses on modernizing and harmonizing regional airspace operations to sustain the rapid growth of air transportation in the region. Its strategic research areas include artificial intelligence and data analytics for ATM, urban aerial transport systems, regional ATM modernization, exploratory studies on emerging technologies, and talent development through PhD programs.
The institute aims to generate world-class ATM research, find innovative solutions, and catalyze transformation in the field. It plays a pivotal role in advancing the efficiency, safety, and sustainability of air traffic management systems.
The staff will support frontier research programmes, event management, and operational activities at ATMRI. The role contributes to the planning, development, and oversight of institute operations to ensure smooth administration and delivery of research initiatives.
The incumbent will actively engage with internal and external stakeholders, serving as a key administrative liaison with collaborators, professors, researchers, and partners. The role also provides administrative and secretarial support to the Director’s Office and oversees reimbursement and financial documentation processes with funding agencies.
This position supports ATMRI’s mission of becoming a leading research institute catalysing transformation in Air Traffic Management across the region.
JOB DESCRIPTION
Key Responsibilities:
1. Director’s Office Support & Secretariat Duties
Manage and maintain the Director’s schedule, appointments, and meetings, including resolving scheduling conflicts.
Arrange business travel for the Director and process travel claims.
Coordinate meetings, including preparation of agendas, materials, and logistics.
Support Governing Council activities, including meetings, appointment and re-appointment documentation, visits, and logistics.
Prepare official minutes, letters, and correspondence when required.
Outcome: Ensure smooth day-to-day administrative support for the Director’s Office.
2. Operations Management & Office Administration
Assist in developing and implementing office procedures and operational policies.
Coordinate with internal departments and external partners to facilitate efficient operations.
Provide support for budget tracking, financial reporting, facilities management, and office administration.
Raise purchase requisitions and verify budget availability in accordance with funding guidelines.
Process and review financial documents and travel claims to ensure compliance with university policies.
Review reimbursement documentation and assist in consolidating invoices for submission to funding agencies.
Outcome: Ensure prudent management of research funding with proper documentation and audit readiness.
3. Event Planning & Coordination
Lead end-to-end event management for conferences, workshops, seminars, official visits, and networking events.
Collaborate with stakeholders to identify and invite speakers, panellists, and partners.
Manage event logistics including venue arrangements, AV setup, catering, and site coordination.
Develop publicity materials and promotional strategies to drive engagement and participation.
Prepare post-event reports including attendance metrics, engagement analysis, and feedback.
Outcome: Position ATMRI as a Centre of Excellence in Air Traffic Management research through high-impact events and engagements.
4. Stakeholder Engagement & Visit Coordination
Serve as a key contact point for faculty, researchers, students, and external stakeholders on research administration matters.
Support students in matters related to overseas travel, QE, TAC, and thesis-related administrative processes.
Maintain close coordination with ICAI teams, vendors, and research collaborators to ensure smooth project administration.
Plan and coordinate visits for eminent professors, visiting scientists, and postdoctoral researchers under the NRP programme.
Maintain records of visits and events and ensure coordination across institute activities.
Assist faculty and staff in implementing research programme activities.
Outcome: Facilitate effective governance and coordination of ATMRI research projects in compliance with NTU and funding agency requirements.
Key Decision Areas:
Monitoring and reporting project budgets, reimbursements, KPIs, and deliverables to the Management Team.
Processing purchase requests and ensuring compliance with programme agreements and funding conditions.
Supporting approval workflows involving Principal Investigators, the Director, and funding agencies.
Planning and organising seminars, conferences, and institutional events.
Requirements:
Education:
Bachelor’s degree/Diploma in Business Administration, Management, Finance, or related fields.
Experience:
3–6 years of experience in research administration, grants management, operations, or programme management in a public sector or university or research environment.
Skills:
Strong organisational and coordination skills.
Experience with financial documentation, claims processing, and procurement procedures.
Ability to manage multiple tasks and events simultaneously.
Excellent communication and stakeholder engagement skills.
Proficiency in Microsoft Office and administrative systems.
Desired Attributes:
Meticulous and detail oriented.
Strong sense of accountability and professionalism.
Ability to work independently in a fast-paced research environment.
Comfortable interacting with senior leadership, faculty, and external partners.
We regret that only shortlisted candidates will be notified.
Hiring Institution: NTU