Internal Programs Senior Specialist

Role Overview

The Internal Programs Senior Specialist at Khalifa University is responsible for assisting in the development of funding programs, managing the funding call process (including multi-stage reviews) and supporting the management of the internal grant portfolio.

Role Purpose

To support the administration and operational effectiveness of the University's internal funding programs, ensuring compliance, efficiency, and adherence to institutional policies throughout the funding lifecycle.

Key Responsibilities

Program Administration

• Support Line Manager in administration of University's funding programs.
• Develop materials related to the preparation of funding calls and related activities.
• Support Line Manager and/or Director in preparation of materials for Research Council and other R&D related meetings.

Compliance & Review

• Review proposal submissions for compliance and eligibility prior to technical reviews.
• Assist with the internal and external reviewer process including identifying subject specific reviewers based on individual proposal topics.
• Liaise between scientific review committees and applicants/grantees, synthesizing feedback from review panels to applicants and grantees.

Process Management & Improvement

• Design and solicit feedback from key constituents about current processes.
• Ensure the operational effectiveness and efficiency of the process, including identifying and implementing process improvements.
• Answer questions and track follow-ups to completion.
• Facilitate the smooth flow of paperwork and approvals, ensuring adherence to all institutional policies and procedures.

Reporting & Data Management

• Assist with timely data collection and reporting for internal and external audit requests.
• Maintain Internal Funding folders on KU network shared drives, ensuring clear and consistent record keeping.

Training & Support

• Use appropriate reporting system to provide support and training to research end users to ensure adherence to developed processes and procedures.

Stakeholder Coordination

• Facilitate the administrative preparation and initiation of agreements with External Collaborators.
• Coordinate with other departments to facilitate the accomplishment of tasks and responsibilities, as and when needed.

Compliance & Safety

• Adhere to the University's information security and confidentiality policies and procedures, and report breaches or other security risks accordingly.
• Demonstrate a strong commitment and practice to maintaining a safe and healthy work environment.
• Perform any other tasks assigned by the Line Manager.

Qualifications & Experience

• Bachelor's Degree in related field, preferably with some work experience in university administration or a sponsor agency.
• Minimum 7 years of relevant experience.