Academic Department Coordinator

Application open:

Full-time

Job purpose:

This position requires close collaboration with the department chair to implement strategic initiatives and enhance the overall effectiveness of departmental activities. The department coordinator plays a vital role in supporting the department chair’s vision to advance the department. Additionally, the coordinator will work with the academic operations manager (AOM) to identify and improve operational efficiencies, ensuring the department functions effectively. Through strong communication, organization, and problem-solving skills, the department coordinator fosters a productive academic environment that aligns with departmental goals and enhances the educational experience for researchers, students, and faculty. The role also involves overseeing various projects and activities, coordinating academic and administrative functions, and supporting the department’s mission of academic excellence.

Key responsibilities:

Functional responsibilities:

• Liaise with diverse stakeholders, including faculty, researchers, students, industry partners, and other university departments, to facilitate synergies and alignment.
• Provide mentorship to department administration officers, fostering professional development and enhancing their skills.
• In close collaboration with the department chair, assist in creating and executing academic and social initiatives that foster a unified and connected department for everyone, while ensuring alignment with departmental goals.
• Monitor and evaluate the effectiveness of departmental initiatives, making recommendations for improvements.
• Facilitate communication and collaboration among faculty, staff, and researchers to enhance departmental operations.
• Ensure adherence to institutional policies and procedures within the department.
• Actively promote the department within the wider community through outreach activities and partnerships.
• Gather feedback from students and faculty to inform the department chair of any departmental improvements and initiatives.
• Serve as the primary liaison between the department and relevant stakeholders for operational improvements and changes.

Operational responsibilities:

• Oversee daily operations of the department, including budgeting, space allocation, and resource allocation.
• Serve as a point of contact for students and faculty regarding academic policies, procedures, and resources.
• Lead, plan, and execute departmental events and workshops, ensuring effective participation and engagement.
• Maintain accurate records of departmental activities, including student and researcher data as required.
• Ensure adherence to institutional policies and procedures within the department.
• Implement plans to ensure seamless operations that facilitate the achievement of the university’s strategic objectives.
• Provide guidance to the designated administrative officers and cross-departmental administrative officers to ensure consistency in execution of all tasks.
• Support faculty with complex purchases which may require detailed justification.
• If needed, clarify the terms and conditions of budget utilisation and purchasing.
• Offer guidance to the department administration officers on the best approach or format for submitting requests such as procurement, travel, and reimbursements.
• Address and mediate conflicts or problems within the department in a constructive manner; escalate to the AOM as needed.
• Welcome visitors and VIPs with tact and courtesy, determine the purpose of their visit, and direct them to the department chair’s office.

Skills and knowledge:

• Project management skills.
• Business orientation.
• Demonstrated commitment to fostering a diverse and inclusive work environment.
• Strong organizational and multitasking abilities.
• High attention to detail and commitment to accuracy.
• Ability to proactively troubleshoot.
• Collaborative and works effectively within a team.
• Understanding of the need for discretion and confidentiality in handling sensitive information.
• Comfortable working in a fast-paced environment and able to handle changing priorities effectively.
• Ability to build relationships with diverse teams across the university, including corporate services, students, faculty, and staff.

Qualifications and criteria:

Essential:

• A degree in human resources, business administration, education, event management, or a related field. Alternatively, a minimum of 4-5 years of relevant work experience in an administrative role (ideally in higher education).
• Excellent communication skills, both written and verbal, with a customer-service-oriented approach.
• Proficient in Microsoft Office Suite and experience with database management.
• Must reside in Abu Dhabi or be willing to relocate to Abu Dhabi.

Preferred:

• Prior experience in a university or research department setting, with exposure to the AI/technology research landscape.
• Familiarity with academic policies, procedures, and best practices in higher education institutions.