Application Open:
Full-Time
Job Purpose:
The Division Coordinator supports the Academic Operations Manager in the operational delivery of the HPP Research Project across BLS Division, advancing division’s goals, and ensuring efficient day-to-day operations. The role provides comprehensive administrative and operational support, including project coordination, program and workshop management, event planning, and stakeholder engagement. By processes, improving efficiencies, and fostering clear communication, the role strengthens the environment in the Operations division in collaborating across education and research divisions, and Offices of Senior Management, while contributing to MBZUAI’s commitment to operations excellence.
Key Responsibilities:
Primary Responsibilities
- Serve as the primary coordination point between BLS Division, service providers, and other University departments to ensure smooth day-to-day operations and alignment with institutional priorities.
- Support the Academic Operations Manager and the HPP Research Project Manager in the management initiatives, service improvements, and cross-functional activities related to the HPP project.
- Facilitate effective communication and coordination among division staff, operational teams, and central services to enhance efficiency and service delivery.
- Work Closely with the Research Project Manager and monitor the implementation of HPP Project administration and operational activities, gather feedback from internal stakeholders, prepare reports and escalate improvement recommendations to management.
- Ensure divisional compliance with University policies, procedures, governance requirements, and operational controls.
- Promote collaboration and integration between the University departments and other Operations Division depts. to support institutional objectives.
Administrative and Operational Support
- Provide high-level administrative support, including preparing agendas, drafting reports and presentations, coordinating meetings, and recording actions and minutes.
- Coordinate with Operations Division teams to ensure alignment of workflows, timelines, and service delivery expectations.
- Support departmental HR administration, including onboarding coordination, probation tracking, performance cycle administration, and policy compliance.
- Support financial and operational processes by tracking budgets, processing requests, monitoring expenditures, and supporting forecasting activities in line with University requirements.
- Contribute to demand and resource planning by collecting, analyzing, and providing accurate divisional data to support informed decision-making.
- Act as a role model for cross-departmental collaboration and professional service standards.
Project and Initiative Support
- Provide operational and administrative support to HPP related projects and initiatives, including planning, coordination, monitoring, documentation, and reporting.
- Liaise with internal and external stakeholders to support timely execution of assigned projects and initiatives.
- Track action items, milestones, and deliverables, escalating risks or delays as required.
Programs, Workshops, and Internal Activities
- Coordinate the planning and delivery of HPP programs, workshops, and internal initiatives.
- Support the design and administration of feedback tools to evaluate effectiveness and service outcomes.
- Compile and analyze feedback, prepare summary reports, and support continuous improvement efforts.
- Coordinate internal communications and announcements related to departmental initiatives and activities.
Events and Logistics Coordination
- Coordinate the planning and execution of divisional and University operational events in compliance with policies, budgets, procurement, and resource allocation requirements.
- Prepare event plans, timelines, and logistics in coordination with relevant Operations Division units. Liaise with Marketing and Communications, General Services, IT, Security, and other service providers to ensure operational readiness.
- Coordinate vendor engagement, contracts, and service delivery, ensuring adherence to agreed scopes and budgets.
- Support on-site coordination of events and post-event reporting, including evaluation and improvement recommendations.
Travel Coordination
- Coordinate business travel arrangements for division leadership, including flights, accommodation, visas, insurance, and itineraries, in compliance with University travel, procurement, and budget policies.
Other Duties
- Carry out all other duties as reasonably directed by the line manager that are commensurate with these functional objectives.
Academic Qualifications:
- A bachelor’s degree in human resources, Business Administration, Education, Event Management, or a related field.
- A postgraduate degree in a related field will be preferred.
Professional Experience:
Essential
- Minimum of 5 years’ experience in administrative coordination, operations support, or project coordination within a complex organization.
- Demonstrated ability to support senior managers and operational teams, with strong organizational, coordination, and stakeholder management skills.
- Experience coordinating events, internal programs, and operational activities, including budget tracking, procurement coordination, and supplier liaison.
- Experience collecting, analyzing, and reporting operational data to support planning, monitoring, and continuous improvement.
- Strong written and verbal communication skills, with proficiency in Microsoft Office applications and enterprise systems (e.g., ERP, databases, or workflow tools).
- Proven ability to manage multiple priorities, meet deadlines, and maintain accurate records in a fast-paced environment.
Preferred
- Experience within a higher education, research, or similarly regulated institutional environment.
- Familiarity with organizational policies, governance frameworks, and operational procedures.
- Experience coordinating executive or senior management travel and logistics.
- Professional experience in the UAE and working knowledge of Arabic.
