Application Open:
Full-Time
Job Purpose:
The Program Specialist is responsible for planning, coordinating, and executing programs and initiatives under The Academy, including training programs, leadership development initiatives, fellowships, conferences, and special events. The role ensures that all programs are delivered efficiently, on time, within scope, and aligned with The Academy’s strategic objectives.
This person works closely with internal stakeholders across MBZUAI and with external partners, vendors, and participants to ensure seamless delivery from concept to completion. The Program Specialist contributes to program design, manages logistics and resources, tracks progress, and ensures that outcomes are effectively measured and reported.
Key Responsibilities:
Program and Project Planning
- Plan, coordinate, and execute a portfolio of programs and projects under The Academy, including leadership programs, professional trainings, and thought leadership initiatives.
- Develop detailed project plans with clear objectives, scope, deliverables, milestones, budgets, resource, timelines, and quality control measures.
- Work with program leads and content experts to translate program objectives into operational and logistical plans.
- Support the identification and engagement of facilitators, speakers, and collaborators for programs.
Program Execution and Coordination
- Oversee all logistical and operational aspects of program and event delivery, including venue arrangements, travel coordination, scheduling, vendor engagement, and participant management.
- Coordinate across departments (Communications, Procurement, Finance, and Administration) to ensure program readiness and compliance with MBZUAI policies.
- Serve as the central point of contact for all stakeholders involved in each project or program.
- Manage day-to-day execution, proactively identifying and resolving challenges to maintain smooth delivery.
Events and Special Program Management
- Coordinate end-to-end operations of fellowships and special initiatives such as the AI x Art Fellowship, including application management, onboarding, workshops, site visits, and showcase events.
- Ensure a high-quality participant experience through thoughtful communication, organization, and attention to detail.
- Plan and execute large-scale Academy events such as panel discussions, conferences, scientific retreats, and annual ceremonies or summits.
- Manage event logistics, speaker coordination, guest experience, and post-event evaluation.
Project Monitoring and Reporting
- Track and monitor progress across all projects using appropriate project management tools and systems.
- Prepare and present regular project status reports covering progress, milestones, risks, and resource usage.
- Evaluate program outcomes and contribute to post-project reviews to inform continuous improvement.
Resource Management
- Develop and maintain detailed resource plans for all assigned projects and programs, including human, financial, and logistical resources.
- Coordinate with internal departments (Procurement, Finance, HR, and Operations) to secure necessary resources and approvals in a timely manner.
- Liaise with vendors, suppliers, and contractors to ensure high-quality and cost-effective delivery.
- Monitor resource utilization and proactively identify and address any resource constraints or bottlenecks that may impact project delivery.
- Continuously evaluate and improve resource allocation and project management processes to increase efficiency, reduce waste, and optimize resource utilization.
Academic Qualification:
- Bachelor’s degree in Project Management, Business Administration, Education, or a related field.
- Professional certification in project management (e.g., PMP, PRINCE2, or equivalent) preferred.
Professional Experience:
Essential
- 4–6 years of project or program management experience, preferably in education, training, research, or event management contexts.
- Proven ability to plan and execute multiple complex projects or programs simultaneously.
- Experience coordinating events, workshops, conferences, or fellowship programs.
- Financial acumen and experience preparing project budgets in conformity with organizational guidelines.
- Strong organizational and problem-solving skills with meticulous attention to detail.
- Excellent stakeholder management, communication, and negotiation skills.
- Demonstrated ability to work effectively with multidisciplinary teams and external partners.
- Exposure to and understanding of Middle Eastern business and cultural practices.
Preferred
- Experience working in higher education, research, or cultural institutions.
- Familiarity with UAE government or institutional environments.
- Experience managing creative, interdisciplinary, or international programs.
- Arabic language speaker.
