Graduate Trainee

Role Overview

Graduate Trainee at Khalifa University. This entry-level position provides structured training and development for recent graduates entering professional roles within the University's administrative and operational functions.

Role Purpose

Support daily administrative and operational activities while building professional knowledge and skills through active participation in the Graduate Trainee program. The role emphasizes learning University systems, policies, and standards while contributing to team objectives and service delivery.

Key Responsibilities

Operations & Administration

• Support daily administrative and operational activities in accordance with established policies, procedures, and service standards.
• Assist with preparing, formatting, and maintaining documents, records, and basic reports.
• Perform accurate data entry and maintain orderly electronic and hard-copy filing systems.
• Coordinate routine meetings and activities, including scheduling, logistics, and minute-taking as required.
• Maintain employee files (electronic and physical) to ensure records are accurate, complete, and compliant with organization policies.
• Use University systems and tools as required to support operational activities.

Stakeholder & Inquiry Management

• Respond to internal and external enquiries in a professional and timely manner, escalating issues when appropriate.
• Coordinate with other departments to facilitate the accomplishment of tasks and responsibilities as and when needed.

Task & Project Support

• Assist in tracking tasks, requests, and deliverables, and follow up to completion under guidance.
• Support data audits and any subsequent data cleansing exercises.
• Provide support to the different functions as required.
• Assist with overflow work from within units as needed.

Compliance & Security

• Maintain confidentiality of information and records in line with University policies and applicable regulations.
• 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.

Learning & Development

• Participate actively in training, mentoring, and development activities as part of the Graduate Trainee program.
• Build knowledge of University policies, procedures, systems, and professional standards.
• Apply feedback constructively to improve performance and professional skills.

Continuous Improvement

• Identify opportunities to improve processes, efficiency, and service quality, and share suggestions with supervisors.
• Collaborate with colleagues and stakeholders to support team objectives and deliverables.

Additional Duties

• Perform other tasks and duties that may from time to time be required in order to meet the requirements of the role and the aims of the University.
• Perform any other tasks assigned by the Line Manager.

Qualifications & Experience

• Bachelor's degree (any major).
• Graduation within the last 2 years.
• Grade Point Average of 2.8 or higher.
• Prior internship or volunteering experience, especially in higher education or public sector environments (preferred).

Skills & Competencies

• Proficiency in English and Arabic.
• Solid proficiency in MS Office or Google Workspace.
• Customer-service mindset.
• Attention to detail.
• Ability to handle confidential information.