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Project Assistant, DataLab Business Unit (BU)
Job Description
The DataLab Business Unit (BU) runs two core services for the Centre's research community: (1) A shared high-performance computing (HPC) service — GPU/CPU compute and storage shared by research groups across the Centre, with technical operation supported by an external service provider and (2) a central research data platform (the databank) — a governed platform consolidating the Centre's research datasets, currently under construction, due to be operated by the BU once delivered. The BU is expanding to ensure these services run reliably, are well-documented, and its users are well-served — and to steer the databank project through construction to go-live.
We are now looking for a Project Assistant to support the DataLab BU end-to-end on three fronts:
• Databank project coordination & follow-up — helping manage the databank construction project at the coordination level.
• HPC-related matters — handling the day-to-day operational matters of the HPC service.
• Ad-hoc BU internal tasks — the general operational and administrative work of the unit.
The work is procedure-driven: the BU operates on written SOPs, checklists and runbooks, and this role executes, follows up and keeps them current. Detailed technical work is supported by the external service providers; no prior HPC or database administration experience is required — full structured training is provided. The role will evolve naturally as the databank moves from construction into daily operation.
General Qualification
Key Responsibilities:
1. Databank project coordination & follow-up
• Maintain the project tracker and milestone plan; chase deliverables and open actions with internal stakeholders and the external service provider until closure.
• Schedule meeting and prepare meeting agendas, minutes and action logs; keep project documentation organised and version-controlled.
• Coordinate testing and acceptance logistics per the project plan — schedule test windows, log issues through the provider's support channels, track resolution to closure.
• Assist in preparing operations-readiness material (runbooks, checklists, access matrices, service notes) for handover.
2. HPC-related matters (daily operations)
• Access lifecycle — process access applications per the written SOP (completeness check → approval chain → account creation with the provider → notification to applicants); maintain the user register; deactivate leavers.
• User support & tickets — first-line handling of support requests through the ticket system: triage, log, resolve where the SOP covers it, escalate to the provider with clear context, follow up to closure.
• Monitoring & checks — run routine health/utilization checks per the runbook; act on alerts and outages as the runbook prescribes (first response, escalation, incident log); coordinate planned maintenance windows with the provider.
• Monthly reporting — extract utilisation figures, maintain the report data, produce the monthly management report, and draft the observations section with the supervisor.
3. BU internal & ad-hoc
• Keep BU registers, dashboards and contact records current; support meeting logistics, correspondence and documentation; other operational tasks as assigned.
4. Documentation & continuous improvement
• Keep SOPs, runbooks, checklists and templates accurate and up to date; propose improvements where a recurring step can be standardised; record recurring issues and resolutions so knowledge is never trapped in one person.
5. Scope & Boundaries
• This role operates and manages the services (HPC and databank platform) and their processes — accounts, tickets, checks, reports, project follow-up.
• It does not access, extract, analyse or interpret the research data content stored in those services; data content work sits with the respective research and data teams.
• All access and handling of information follow Centre policy and written procedures; discretion and confidentiality are expected at all times.
Requirements:
• Bachelor's degree in any discipline (IT / Computer Science / Data / Information Systems / Engineering or a related discipline.
• Strong planning, accuracy and follow-through; comfortable maintaining trackers, registers and records
• Reliable executor of documented procedures — follows the SOP, and asks rather than improvises
• Proficiency in Microsoft Excel, Word, PowerPoint and common office/online collaboration tools
• Strong communication skills (English plus Cantonese or Mandarin) and the ability to work effectively with researchers, clinicians, technical staff, internal stakeholders and external service providers
• Professional handling of confidential material; trustworthy and discreet.
Preferred Hiring Qualifications:
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Remuneration & Duration of Appointment
Initial appointment for a period of 1-3 years with the possibility of extension, subject to work performance. The remuneration package will be highly competitive, and commensurate with qualifications and experience. Fringe benefits for full-time appointments include leave and medical insurance, etc.
The application Materials that Should be Included
Application Closing Date:
The post is immediately available. Consideration of applications will be open until the position is filled.
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Current Salary (Optional)
Expected Salary (Optional)