Job Description and Requirements
Opportunity:
The College of Humanities and Social Sciences seeks an incumbentfortheposition of Senior Programs Officer to support the Dean inmeetingtheacademic programs needs of the college. Responsible forthecoordinationof activities (operations and planning) and ensuringtimelyflow ofinformation to and from the college. Handles details ofahighlyconfidential and critical nature, and must functionefficientlyandeffectively in a fast-paced professional environment.
Responsibilities:
Operational Support & Coordination
• Provides support formaintainingcross-functionalcoordination between programs anddepartments formultiple tasks andprojects with competing priorities anddeadlines.
• Prepares reviews and editsproposalsandagreements for CHSS outreach projects.
• Liaises betweentheprojectcoordinators/consultants, and prepares monthly reports totrackworkprogress.
• Monitors and reports progress on CHSS programs.
• Updates the Dean on progress ofCHSSactivitiesand events.
• Provides support and advice to CHSSindevelopingmarketing material in accordance with ZU standards.
• Supports in planning and organizing visitstoZUby selected visitors specifically invitedthroughCHSS.Ensuresappropriate protocol is implemented when working withseniorofficialsof government, industry, and higher education.
• Organizes meetings related to ZUmattersasdirected by CHSS Dean.
• Coordinates activities fortheCHSS:pressrelease, conferences, meeting, etc.
• Oversees logistics relatedtoCHSSactivities,from communication with the delegates (workingontheirtravelarrangements,accommodation,transportation,visitingschedule,etc.),preparingcontracts,collaborating with suppliers andissuing the requiredpurchasing orders.
• Coordinates CHSS conferences, workingwithmostof ZU departments, Media Services, Travel Services,CampusDevelopmentServices, Publication, and Finance.
• Ensures all operational tasks areappliedandfollowed as per process guidelines.
• Organizes Awards ceremony upon request.
Reporting
• Coordinates and preparespresentationsandreports, as required.
• Provides support to establish,andmonitorsbudgets. Tracks financial expenditures and projectsbudgetshortfalls orsurpluses.
• Provides budget and other reportstotheAssistant Provost and other senior management members, as needed.
• Conducts research, gathersandcompilesdata/information from multiple sources forpreparationofreports,presentations and correspondence
Administrative Support
• Understands organizationalpoliciesandprocedures necessary to ensure appropriate decision-makingprotocolsarefollowed.
• Acts as the lead in preparationforcollegecouncil meetings, including tracking, monitoring andfollowingtheprogress of open action items, drafting the agenda,andproducingaccurate minutes at each meeting, and following uponactionitems. Provides research/backgroundinformation,contentdevelopment, and creation of presentations andcoordinatemeetings.
• Maintains Dean’s travelarrangementsandproactively coordinate the pre-planning of trips withvariousinternalfunctions, including arranging appropriate travel,visas,agendasandnecessary contacts, etc.
• Reviews selected documents andrequestswhichcome from the Office of the Vice President and the Officeof theProvostand suggest recommendations for action. Screensandprioritizesincoming items to ensure the Dean is advised ofcurrentissues, eventsand items.
• Holds the hiring files for CHSSAdjunctandRegular faculty.
• Supports CHSS director ontheprofessor’sannual performance documents.
• Maintains personnel records ofallfaculty/staffsuch as annual leave, sick leave
• Liaise with HR on CHSS organization chartandall positions
Financial, budgeting and Purchase Support
• Provides support to establish,andmonitorbudgets. Tracks financial expenditures and projectsbudgetshortfalls orsurpluses.
• Provides budget and other reports to theDeanandother senior management members, as needed.
• Prepare all payment requisitions forallCHSSfaculty for all involved projects/programs.
• Maintains all CHSSexpenses(suppliersinvoices,petty cash & staff local exp. Claim)
• Maintains all CHSS contracts invoicesagainstthe clients/organizations
• Works with finance department staffontheactivity/program codes
• Liaises with finance department tohaveupdatedinformation on the issued invoices
• Prepares activity reports for the dean upon request.
• Collaborates with vendors andtheUniversitypurchasing departments on CHSS quote requests,purchaseorders.
• Maintain CHSS Inventory and related records
The Requirements:
• Minimum of 3 years of experience and atleastaBachelor’s degree from an accredited institution oranequivalentcombination of experience and education.
• Demonstrated success inplanning,organizationandexecution of programs, events, service and deliverables.
• High degree of computercompetencyusingemail,Office (Word, Excel and PowerPoint), web-based tools.
• Sound working knowledge of ZayedUniversityispreferred.
• Bilingual (English/Arabic) is an asset.
*** تقدم على الرابط التالي : Apply on the following link ***
https://www.akhtaboot.com/en/uae/jobs/dubai/121883-Senior-Programs-Officer—-College-of-Humanities-and-Social-Sciences—at-Zayed-University
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