Administrative Coordinator - UAE Nationals

Role Overview

Administrative Coordinator – UAE Nationals at Ajman University. This is a professional position reporting directly to the Dean of the College of Engineering and Information Technology.

Role Purpose

The Coordinator, Academic Operations & Analytics provides advanced operational, analytical, and coordination support that enables data-informed decision-making, cross-functional collaboration, and continuous improvement across the College. The role extends well beyond routine administrative support and contributes directly to strategic effectiveness, accreditation readiness, institutional reporting, KPI tracking, and the execution of College-level strategic initiatives.

Key Responsibilities

Academic Operations & Process Management

• Coordinate and oversee procurement processes for laboratory equipment and academic software, ensuring alignment with academic priorities, budgets, and timelines.
• Monitor, evaluate, and continuously improve administrative workflows to enhance efficiency, service quality, and compliance.
• Lead the planning, coordination, and execution of accreditation activities and College-level initiatives, including end-to-end coordination of ABET, CAA, and WSCUC cycles.

Data Analysis & Institutional Reporting

• Collect, validate, and analyze academic and operational data to support evidence-based decision-making at the College level.
• Develop dashboards, analytical reports, and performance summaries to track KPIs and identify improvement opportunities.
• Ensure accuracy, consistency, and timeliness of internal and external institutional reporting requirements.
• Serve as the College's primary point of contact for institutional research data requests and submissions.

Financial & Resource Coordination

• Manage financial processes related to accreditation activities, external reviewers, and academic operations in compliance with University policies.
• Oversee prepaid card usage, reimbursements, and supporting financial documentation with full transparency and accountability.
• Recommend and implement improvements to financial workflows and resource utilization within delegated authority.

Faculty Support & Academic Governance

• Coordinate faculty promotion, evaluation, and review processes in alignment with institutional policies and timelines.
• Support faculty in research administration and professional development activities.
• Coordinate academic committees and maintain accurate governance records.

Student Support & Complex Case Resolution

• Address and resolve complex or escalated student cases in coordination with relevant departments.
• Liaise with the Office of Registration and other units to ensure timely and effective resolution of student cases.
• Identify recurring issues and propose process improvements to enhance the overall student experience.

Facilities & Infrastructure Coordination

• Coordinate with Facilities to support planning, renovation, and readiness of academic and laboratory spaces.
• Ensure facilities and infrastructure align with academic program needs, accreditation requirements, and student learning.

Strategic Support to the Dean

• Provide analytical and operational support for special projects and strategic initiatives led by the Dean.
• Prepare reports, briefs, and presentations to support College planning, executive review, and decision-making.
• Contribute to the continuous improvement of College operations and the alignment of operations with institutional strategy.

Qualifications & Experience

• Bachelor's degree in Business Administration, Engineering, Information Systems, Data Analytics, or a related field (required).
• Master's degree in a related discipline (preferred).
• Minimum of 5 years of relevant experience in academic administration, institutional research, or operational analytics, preferably within higher education.
• Demonstrated experience supporting accreditation cycles (ABET, CAA, WSCUC, or equivalent) is strongly preferred.

Skills & Competencies

• Translate data into actionable insight with strong analytical and problem-solving abilities.
• Develop dashboards and KPI reports using Excel, Power BI, Tableau, or equivalent tools.
• Apply working knowledge of institutional research methodologies and higher-education reporting frameworks.
• Manage multiple concurrent priorities with excellent organizational and project management abilities.
• Engage faculty, senior leadership, and external stakeholders professionally through effective communication and interpersonal skills.
• Maintain high professionalism, discretion, and attention to detail, particularly when handling sensitive academic and financial information.
• Work cross-functionally with academic, administrative, financial, and facilities teams.
• Navigate university Student Information Systems (SIS) and ERP platforms (advantageous).

Additional Information

• Reports directly to the Dean, College of Engineering and Information Technology.
• May provide functional guidance to student assistants, interns, or temporary staff supporting accreditation cycles and College-level projects.