Director, Operations and Administration

Updated: about 2 months ago
Job Type: FullTime
Deadline: 28 Aug 2021

ORGANIZATION NAME    College of Medicine and Health Sciences

ABOUT UNIVERSITY    

Khalifa University is a world-class, research-intensive institution in Abu Dhabi, the capital city of the United Arab Emirates (UAE). The University’s mission is to seamlessly integrate research and education to produce world leaders and critical thinkers in science, engineering, and medicine, and also to be a catalyst towards Abu Dhabi’s 2030 vision for a knowledge-based economy. Khalifa University has two campuses in the city of Abu Dhabi – the KU Main Campus and the Sas Al Nakhl Campus, the latter housing two of KU’s flagship research institutes: Masdar Institute and Petroleum Institute.

BRIEF DESCRIPTION    

The Director, Operations and Administration is responsible for managing the different functions of Khalifa University’s College of Medicine and Health Sciences (CHMS) such as Finance, Strategic Initiatives, Facilities Management, Environment Health and Safety, Marketing and Promotions, Student Services and Human Resources functions. The Director also ensures that best practices are followed and are in compliance with University policies and requirements of the law within the United Arab Emirates.

DETAILED DESCRIPTION    

Strategic Responsibilities

  • Contribute to the development of the strategic plan for Khalifa University’s CHMS, as well as annual business plans.
  • Contribute to the development of the CHMS’s policies and procedures, in line with the overall business objectives of Khalifa University, ensuring they promote leading practices and excellence.
  • Contribute to the development and management of CHMS’s budgets and report back on a timely basis to ensure those divergences are addressed promptly.

Operational Responsibilities

  • Oversee development and lead the implementation of the University’s strategy, policies, and procedures in compliance with applicable regulations and leading practices.
  • In collaboration with Khalifa University’s Finance Department, provide financial planning functions which include financial management of CMHS’s operating budget, tracking commitments, long-term planning, major equipment purchases, and development and evaluation of funding models.
  • In collaboration with Khalifa University’s Finance Department, oversee expense report processing, accounts receivables and accounts payables functions.
  • In collaboration with Khalifa University’s Procurement Division, provide functions which include all purchasing, travel planning and authorizations.
  • In collaboration with Khalifa University’s Human Resources Department, provide management functions which include overseeing faculty hiring, compensation, incentives; oversight of the staff salary adjustments; payroll and stipend transactions; and reporting.
  • In collaboration with Khalifa University’s Facilities Management Department, provide management functions that include analysis of space availability and requirements, capital planning, major renovations, infrastructure, and tracking of space assignments and commitments.
  • In collaboration with Khalifa University’s Promotion and Marketing team,  provide functions which include development and management of all internal and external communications of CMHS’s in conjunction with External Relations; and development and maintenance of websites.

Other Responsibilities

  • Collaborate with other local, regional and international medical schools, professional organizations and work with other external entities regarding clinical practice.
  • Oversee and manage the Administration Services to include Logistics, Fleet Operations, Mailing services Management and office support.
  • Generate and present regular reports and reviews on administration-related budgets, contracts, expenditures and purchases to the Vice President.
  • Provide pricing and strategic inputs into tender documentation for new subcontractors KU acceptance of Administration plans.
  • Audit of Administration Plans to ensure compliance with contractual and deliverable requirements.
  • Liase with all other teams to provide an effective and seamless service provision to Khalifa University.
  • Ensure all KU services meet health and safety requirements and comply with related developed regulations.
  • Ensure all projects are arranged for and completed on time and within the agreed budget.
  • Ensure adherence to the University’s information security policies and procedures, and report breaches or other security risks accordingly.
  • Ensure coordination with other departments to facilitate the accomplishment of tasks and responsibilities, as and when needed.
  • Perform any other tasks assigned by the Line Manager.

Supervisory Responsibilities

  • Provide coaching, guidance and mentoring as required to enhance the internal capabilities of the team and ensure the achievement of established objectives and plans. Recommend appropriate training courses as per the pre-determined training needs, evaluate their effectiveness, and monitor their results.
  • Carry out performance appraisals for subordinates according to planned schedules and recommend necessary actions as per the applied practices.
  • Conduct periodic meetings with subordinates to ensure that priorities are clear and workflow is running smoothly.
  • Follow-up on employees’ administrative affairs such as vacations, leaves and other administrative and related affairs.

JOB REQUIREMENTS    

Required Qualifications

  • A Bachelor’s degree in a related field.

Required Experienc

  • A minimum of 14 years of experience directly related to the duties and responsibilities specified, of which 5 years should have been in a Senior Managerial position, preferably in higher education.

HOW TO APPLY  

A complete application includes curriculum vitae, cover letter, photo, and the names and contact information of three references.

Should you require further assistance or if you face any issue with the online application, please feel to contact the Recruitment Team (recruitmentteam@ku.ac.ae ).


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