Job Purpose:
The Division Coordinator supports the Academic Operations Manager in the operational delivery of HSMS Flagship and Research Projects across Humanities, Social, and Management Sciences (HSMS), 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 streamlining processes, improving efficiencies, and fostering clear communication, the role strengthens the environment in the HSMS and Academic divisions in collaborating across education and research divisions, and Offices of Senior Management, while contributing to MBZUAI’s commitment to operations excellence.
Key Responsibilities:
- Coordinate day-to-day operations between the HSMS Division, University departments, and external service providers.
- Support the Academic Operations Manager and Assistant Dean with administrative, operational, and project-related activities.
- Facilitate communication and collaboration across teams and ensure alignment with University policies and procedures.
- Provide administrative support, including meetings, agendas, reports, presentations, minutes, and action tracking.
- Support HR, financial, budgeting, resource planning, and operational processes within the division.
- Coordinate projects, programs, workshops, and internal initiatives, including planning, monitoring, documentation, and reporting.
- Manage stakeholder communication and support timely delivery of projects and initiatives.
- Coordinate events and logistics, including vendors, procurement, IT, security, facilities, and other service providers.
- Collect and analyze feedback and support continuous improvement of services and activities.
- Coordinate business travel arrangements for division leadership in line with University policies.
- Perform other related duties as assigned by the line manager.
Qualifications and Criteria:
- A Bachelor degree in Human Resources, Business Administration, Education, Event Management, or a related field.
- A postgraduate degree in a related field is preferred.
Essential:
- Minimum of 5 years’ experience in administrative coordination, operations support, or project coordination within a complex
- 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.
