Application Open:
Full-Time
Job Purpose:
Provide administrative and operational support to the Head of the Undergraduate Program, and more widely across the Division, including complex administrative assistance (i.e. to the Tuition/Scholarships and Financial Aid function), varied project support, and events management.
Key Responsibilities:
Administration:
- Provide high-level administrative support as required by the management, including calendar management, formulating meeting agendas, recording minutes of meetings, and assisting with the creation of reports and presentations.
- Liaise with all department and/or division advisors, management, project leaders and coordinators to ensure organizational alignment.
- Coordinate the announcements for division and/or department events.
Team Operations:
- At the direction of management, provide efficient and effective financial administration support across the management teams, including managing invoices and tracking budget.
- Manage compliance with operational human resources requirements across the department/division teams, including completing HR paperwork, ensuring probationary and performance evaluation processes are completed correctly and on time, and supporting line managers to understand and comply with HR policies and procedures.
Project Support:
- At the direction of the management, support internal and external stakeholders, providing operational and administrative support to facilitate the planning, monitoring, execution, and evaluation of projects assigned by and/or in support of the management.
Events Management:
- Support events activities and ensure organizational alignment.
- Develop events proposals and plans including budgets, timelines, and logistics plans, ensuring events serve their intended purpose, and comply with relevant MBZUAI policies including budgeting, procurement, resource allocation, and security policies.
- Coordinate with Marketing and Communications to ensure event promotion reaches the intended audience and is consistent with MBZUAI branding and communications standards.
- Coordinate with General Services to ensure physical and attendee security at events, including that requisite arrangements are made for the security of VIPs and special guests with Public Affairs & Alumni Relations.
- Oversee event logistics including venue preparation, materials sourcing, catering, in consultation with Information Technology for audio-visual requirements, ensuring services are delivered according to plan to achieve seamless running of MBZUAI events.
Travel Coordination:
- Make travel arrangements for senior managers, including booking airline travel and accommodation in accordance with MBZUAI budget and procurement guidelines, creating itineraries, and advising on visa requirements, insurance, and other requirements for travel.
Other Duties:
- Carry out other related duties assigned by the line manager.
Academic Qualifications:
- A minimum of a Bachelor’s degree in business administration, project management, or any other relevant discipline.
Professional Experience:
Essential
- At least seven years’ experience managing complex operations in large organizations, project and events management, learning and development, or administrative role e.g., office management.
- At least five years of experience managing events in industry, research and/or higher education.
- Proven experience evaluating corporate and/or academic programs utilizing recognized assessment techniques, reporting on learning outcomes, and making or suggesting improvements based on quantitative and qualitative analysis.
- Proficiency in survey design and administration, analysis, and reporting.
- Demonstrated knowledge and understanding of continuous quality improvement.
- Demonstrated experience in creating project budgets.
- Demonstrated experience in financial administration.
- Demonstrated experience selecting suppliers and service providers in accordance with procurement and budget requirements and managing supplier relationships for the benefit of an organization.
- Excellent written and verbal communication skills, with competency in report writing.
- Superior computing skills including word processing, spreadsheets, databases, presentations, and data analysis software.
- Demonstrated success operating in a multicultural environment and adapting systems and processes to meet diverse expectations and needs.
- Exposure to and understanding of Middle Eastern business and cultural practices.
Preferred
- Experience managing executive travel bookings.
- Experience working successfully in the UAE.
- Arabic language speaker.
