Application Open:
Full-Time
Job Purpose:
The Systems Specialist in the Research Office at MBZUAI provides administrative and system support in advancing research administration through the delivery and operationalization of digital systems, with an initial focus on the Grants Management System (GMS).
This role ensures coordinated project execution across planning, implementation, and post-launch support, with responsibilities spanning vendor engagement, documentation oversight, system testing, integration, and institution-wide change management. The position will contribute to future research infrastructure initiatives, enabling scalable, compliant, and faculty-centered services that strengthen MBZUAI’s research ecosystem and operational excellence.
Key Responsibilities:
Project Administration & Coordination:
- Create and maintain project management plan, including documentation, workplans, meeting notes, and task trackers.
- Coordinate internal and external meetings, prepare agendas, and follow up on action items with stakeholders and vendors.
- Prepare status updates, presentations, and project summaries for leadership and steering committees.
- Support the Head of Grants Management in organizing and tracking activities related to GMS implementation and all post-activities.
System Implementation Support:
- Responsible for the setup and administration of new research administration platforms (e.g., Cayuse, Salesforce), and all system integrations (ERP, others, etc.)
- Coordinate system configuration sessions, testing schedules, and training logistics.
- Support system design, form and template development, data collection and validation efforts during system testing and data migration.
- Provide administrative oversight of user access, permissions, and onboarding support in coordination with IT.
Stakeholder Communication & Change Support:
- Prepare system training materials, user guides, and communication briefs for faculty and staff.
- Serve as a point of contact for coordinating feedback from end users and escalating requests for changes or clarifications.
- Help organize outreach sessions and workshops to promote adoption and understanding of new systems.
- Maintain up-to-date knowledge repositories and internal documentation.
Research Administration Process Support:
- Responsible for mapping, documenting and automating existing workflows & standardized templates across all research administration functions.
- Assist in updating standard operating procedures (SOPs) related to research funding, pre- and post-award activities, and reporting.
- Provide logistical support in the documentation of system use cases and reporting requirements.
- Assist with tracking compliance documentation and internal process updates.
Support for Future Systems Projects:
- Provide administrative and system coordination across future system projects supporting the broader research enterprise, including:
- Internal grant portals and workflows
- Research compliance systems (e.g., IRB/IACUC)
- Contract and agreement tracking tools
- Research impact and reporting dashboards
- Systems to support research appointments and internal funding administration
- Coordinate stakeholder meetings, vendor communications, and implementation logistics for these initiatives.
Other Duties:
- Perform other administrative duties as assigned in support of the Research Office’s strategic goals and ongoing digital transformation efforts.
Academic Qualifications:
- Bachelor’s degree in Business Administration, Information Systems, Project Administration, or a related field.
- Professional development in project coordination, digital systems, or research administration is advantageous.
Professional Experience:
Essential
- Minimum 3–5 years of administrative experience supporting project coordination or research administration.
- Strong organizational skills with the ability to track multiple tasks, timelines, and stakeholders.
- Familiarity with research support processes (e.g., grants, compliance, reporting) in an academic environment.
- Experience in working with cross-functional teams and external vendors.
- Strong proficiency in Microsoft Office, collaborative platforms (e.g., SharePoint, Teams), and project tracking tools (Monday.com).
Preferred
- Prior experience supporting system implementations or digital tools (e.g., Oracle, MS, Cayuse, Salesforce).
- Knowledge of research administration systems and terminology.
- Experience working in a higher education or research-focused institution.
- Arabic language proficiency is a plus.
