Assistant Dean of Division

policies, and institutional objectives. The Assistant Dean coordinates the divisional structures, resources, and administrative support required for the effective delivery of these programs, while Program Directors retain academic oversight of their respective programs. Working within the authority delegated by the Dean and in coordination with divisional leaders, Program Directors, faculty, researchers, and central University functions, the Assistant Dean supports academic excellence, research performance, effective governance, and a collaborative, high-performing divisional environment. Key Responsibilities Divisional Leadership and Governance – Support the Dean in developing and implementing the Division’s academic, research, operational, and administrative priorities. – Translate divisional strategy into clear operational plans, responsibilities, timelines, and performance measures. – Lead the effective day-to-day coordination and administration of the Division within the authority delegated by the Dean. – Support the implementation of divisional governance arrangements, policies, procedures, and approval processes. – Coordinate divisional leadership meetings, faculty meetings, action tracking, and follow-up on agreed decisions. – Ensure responsibilities previously undertaken through academic departments are appropriately coordinated at divisional level. – Provide advice and recommendations to the Dean on divisional performance, risks, resource requirements, and operational priorities. Academic Program Administration – Coordinate the administrative and operational requirements of the academic programs under the custodianship of HSMS. – Work closely with Program Directors to support the effective administration of their respective programs. – Maintain a clear distinction between the academic responsibilities of Program Directors and the broader administrative responsibilities of the Division. – Coordinate with Academic Affairs, the Registrar’s Office, Institutional Effectiveness and Quality Assurance (IEQA), Institutional Research (IR) and other relevant functions on program-related requirements. – Support divisional coordination of academic activities, including Student 360 reviews, Boards of Examiners, academic scheduling, teaching requirements, and program reporting. – Assist in resolving operational matters affecting program delivery, faculty participation, student progression, and academic experience. – Support the development, review, and continuous improvement of academic programs in coordination with the Dean, Program Directors, faculty, and relevant University functions. Academic Faculty Management – Support the Dean in leading and managing the academic faculty of the Division. – Coordinate faculty workload planning, teaching assignments, service responsibilities, and divisional contributions. – Collaborate with Academic Appointments and relevant University functions on faculty recruitment, appointment, onboarding, renewal, promotion, and related processes. – Support faculty performance management, professional development, mentoring, and succession planning. – Ensure faculty receive timely and effective administrative and operational support. – Promote a high-performance academic culture based on excellence, accountability, collaboration, and innovation. – Escalate significant faculty-related matters to the Dean and relevant divisional or University leadership. Research Leadership and Administration – Support the Dean and divisional research leadership in coordinating the Division’s research priorities and activities. – Facilitate the effective administration of research groups, laboratories, disciplinary focus areas, Flagship projects, and strategic research initiatives. – Coordinate with the Research Division, Research Administration, Research Infrastructure, Finance, Procurement, and other relevant functions. – Support research planning, funding activities, resource allocation, performance monitoring, and reporting. – Assist in monitoring divisional research outputs, including publications, grants, patents, partnerships, and translational outcomes. – Promote interdisciplinary collaboration across the Division and with other academic, research, government, and industry stakeholders. – Support faculty and researchers in addressing operational matters affecting research delivery. Strategic and Operational Planning – Support the development and implementation of the Division’s strategic and operational plans. – Develop and maintain divisional plans, dashboards, performance indicators, trackers, risk registers, and progress reports. – Monitor implementation of divisional priorities and escalate risks, delays, dependencies, or resource constraints. – Coordinate the collection, validation, and reporting of divisional data with Academic Affairs IEQA and IR to the Dean, Provost’s Office, and relevant governance bodies. – Conduct analysis and benchmarking to support planning, decision-making, and continuous improvement. – Support institutional reviews, accreditation activities, regulatory reporting, and strategic initiatives. – Ensure divisional activities remain aligned with MBZUAI’s strategic goals and institutional performance framework. Financial and Resource Management – Support the Dean in developing, managing, and monitoring the Division’s annual budget and financial plans. – Coordinate divisional expenditure, commitments, forecasts, procurement requirements, and budget reporting. – Ensure financial transactions and approvals comply with MBZUAI policies, procedures, and the Delegation of Authority. – Support workforce planning, position management, staffing forecasts, and resource allocation across the Division. – Coordinate the allocation and effective use of financial, human, technical, computing, and physical resources. – Identify budget variances, resource pressures, and financial risks and recommend corrective actions. – Ensure appropriate documentation and controls are maintained to support financial governance and audit readiness. Facilities, Laboratories and Infrastructure – Coordinate planning and operational requirements for teaching spaces, research laboratories, faculty offices, student spaces, and shared divisional facilities. – Work with Research Infrastructure, Information Technology, Facilities Management, Procurement, and other relevant functions to address divisional infrastructure requirements. – Support the planning and allocation of computing resources, specialized equipment, laboratory facilities, and technical environments. – Monitor the utilization, readiness, safety, and effectiveness of divisional spaces and infrastructure. – Support space-planning and resource-allocation decisions based on academic, research, workforce, and strategic requirements. – Escalate infrastructure risks and ensure appropriate follow-up and resolution. Administrative Operations – Lead and coordinate the Division’s administrative operations and support services. – Ensure consistent, responsive, and high-quality administrative support is provided to faculty, researchers, students, and divisional leadership. – Oversee divisional workflows relating to travel, reimbursements, procurement, scheduling, events, records, communications, and approvals. – Establish and maintain effective divisional administrative systems, procedures, templates, trackers, and service standards. – Ensure records and documentation are accurate, complete, secure, and maintained in accordance with University requirements. – Promote coordination and knowledge-sharing across the Division’s administrative team. People Management – Lead, manage, and develop academic faculty, research staff, and administrative staff reporting to the role, within the authority delegated by the Dean. – Support workforce planning, recruitment, onboarding, performance management, staff development, and succession planning. – Establish performance objectives and conduct probationary, mid-year, and year-end performance reviews. – Monitor performance and provide coaching, feedback, and direction to ensure objectives and service standards are achieved. – Address performance or conduct concerns promptly and in accordance with MBZUAI policies and procedures. – Allocate responsibilities and resources effectively to support divisional priorities and balanced workloads. – Foster an inclusive, accountable, collaborative, and high-performing divisional culture. Governance, Accreditation and Compliance – Support compliance with MBZUAI academic, administrative, research, financial, and governance requirements. – Coordinate divisional contributions to accreditation, licensing, institutional reviews, audits, and regulatory reporting. – Support implementation of relevant University policies, procedures, handbooks, and academic governance requirements. – Ensure divisional records, evidence, and reports are maintained and available for institutional and regulatory review. – Coordinate corrective actions arising from audits, reviews, evaluations, or performance monitoring. – Ensure external communications and engagements refer to the academic division rather than former academic departments. Stakeholder Engagement – Act as a principal coordination point between the Division and the Provost’s Office, Academic Appointments, Research Divisions, Registrar’s Office, Institutional Effectiveness and Quality Assurance, Finance, Human Resources, Procurement, Information Technology, Facilities, Legal, and other relevant functions. – Support the Dean in maintaining effective relationships with internal and external stakeholders. – Coordinate divisional responses to institutional requests, reports, reviews, audits, and strategic initiatives. – Engage with universities, research institutions, government entities, industry partners, and other external stakeholders delegated by the Dean. – Ensure stakeholder requirements, decisions, and actions are accurately documented and followed through. – Promote timely, professional, and transparent communication across the Division. Quality and Continuous Improvement – Review divisional services, structures, systems, and processes to identify opportunities for improvement. – Lead the implementation of efficient, technology-enabled and artificial intelligence-enabled workflows. – Improve the use of data, dashboards, analytics, and reporting to support divisional decision-making. – Establish appropriate controls, documentation standards, and service measures across divisional operations. – Use performance results, stakeholder feedback, and lessons learned to enhance service quality and operational effectiveness. – Promote innovation, collaboration, and continuous improvement across academic, research, and administrative activities. Academic Qualifications Required – Doctoral degree in a closely HSMS related discipline. – A relevant qualification in higher education leadership, business administration, management, or academic administration is preferred. Professional Experience Required Essential – Minimum of 12–16 years of progressive experience in academia, research, academic leadership, or higher education administration. – Demonstrated experience in one or more of the academic or research specializations represented within the Division. – Experience supporting or working at Assistant Dean, Associate Dean, Program Director, academic leadership, or equivalent level. – Proven experience managing academic faculty, researchers, and administrative staff within a higher education or research-intensive environment. – Strong understanding of academic governance, program administration, faculty affairs, research operations, and institutional policies. – Experience in strategic and operational planning, budgeting, workforce planning, resource allocation, and performance reporting. – Experience coordinating laboratories, research infrastructure, computing resources, teaching facilities, or specialized academic environments. – Strong leadership, communication, analytical, organizational, and stakeholder-management capabilities. – Demonstrated ability to manage complex and competing priorities in a multicultural and international environment Preferred – Experience in a globally ranked, research-intensive, or technology-focused university in artificial intelligence, computing, mathematical sciences, or an interdisciplinary academic environment. – Experience supporting accreditation, institutional reviews, academic program development, and regulatory compliance. – Experience in the United Arab Emirates or a comparable international higher education environment. – Evidence of academic, research, or professional achievement relevant to the Division’s disciplines.