Academic Appointments Specialist

Job Purpose
The Academic Appointments Specialist is responsible for managing the appointment process for faculty and academic staff. The Appointments Specialist will support the Associate Head of Academic Appointments with the daily operational aspects of academic appointments under the remit of the Head of Academic Appointments and Associate Provost of Administrative Affairs. This role requires a thorough understanding of academic policies and procedures, effective communication skills, and strong organizational abilities. The role will involve managing various aspects of faculty and other academic staff appointments, academic records, leaves, and immigration processes. The ideal candidate will possess strong organizational skills, attention to detail, and a proactive approach to problem-solving.

Key Responsibilities:

1. Support the Associate Head of Academic Appointments with the appointment processes for faculty and other academic staff, including contract reviews and renewals, promotions, and changes in employment status.
2. Facilitate the onboarding process for new hires and coordinate with relevant departments to facilitate smooth onboarding and offboarding.
3. Coordinate with the immigration department on visa processing and approvals for faculty and academic staff.
4. Act as a liaison between the administration, faculty, and key stakeholders regarding appointment issues and inquiries.
5. Draft, review, and distribute all letters for new academic hires and changes in employment status.
6. Liaise with the HR department to ensure timely and accurate payroll processing for faculty and academic staff.
7. Advise faculty and academic staff on immigration and payroll operational matters.
8. Process academic leave requests, ensuring compliance with university policies and procedures.
9. Maintain accurate and up-to-date academic records, including academic qualifications, publications, and research activities.
10. Maintain up-to-date knowledge of higher education trends, regulations, and best practices related to academic appointments.

Administrative Support:

1. Provide general administrative support to the Associate Head of Academic Appointments, including scheduling appointments, managing correspondence, and preparing presentations.
2. Support organization, planning, and execution of faculty orientation events.
3. Respond to inquiries from faculty in a timely and professional manner.
4. Seek to continuously improve the quality and value of the Academic Appointments service provided to the University.
5. Contribute to any new initiatives, with a focus on opportunities for automation and AI-enabled activities.

Other Duties:
Perform all other duties as reasonably directed by the line manager that are commensurate with these functional objectives.

Minimum Qualifications:

Master's degree in a related field is preferred.

Professional Experience:

Essential

1. Minimum of five (5) years of work experience providing comprehensive client-focused HR services or similar field.
2. Proven track record of collaborating with various departments to identify needs for academic appointments.
3. Strong organizational skills and attention to detail.
4. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
5. Excellent written and verbal communication skills.
6. Ability to work independently and as part of a team.
7. English working proficiency.

Preferred

1. Experience in UAE's higher education or academic environment, understanding the unique challenges and needs of recruiting faculty and staff from different nationalities and cultures.
2. Knowledge of academic policies and procedures.
3. Background in utilizing data analytics to assess effectiveness and drive continuous improvement initiatives.
4. Ability to develop and manage relationships with external partners.
5. Arabic and/or another language working proficiency.

Company Industry:

• Education
• Training
• Teaching

Department / Functional Area:

• Administration

Keywords:

• Academic Appointments Specialist