Director of Administration

Scope of the Job Reporting to: President of University of the Arts Sharjah Responsible for: Providing strategic and operational leadership across the University's administrative and support functions Works closely with: President, Senior Leadership, Executive Management, Deans and Academic Leadership, Faculty and Professional Services Staff, Students, Finance, HR, IT, Procurement, Facilities and other departments Role Purpose and Strategic Scope The Director of Administration is a senior institutional leadership role responsible for the strategic direction, governance, effectiveness and continuous improvement of the University s administrative infrastructure. The post-holder will ensure that the University s professional services, campus operations, administrative policies and enabling systems are structured to support academic excellence, institutional growth, regulatory compliance and an outstanding experience for students, staff, faculty and visitors. Working directly with the President and senior leadership, the role provides high-level oversight of administrative strategy, institutional coordination, service delivery, governance processes, facilities administration, vendor performance, resource planning and cross-functional operational priorities. The successful candidate will be expected to bring a university-wide perspective, anticipate operational risk, strengthen systems and standards, and build a responsive administrative platform capable of supporting a dynamic arts university across multiple campuses and disciplines. The position requires a senior administrator with proven experience in complex institutional environments, sound judgement, political acuity, strong people leadership, financial awareness, and the ability to translate strategic priorities into clear operating models, service standards, governance mechanisms and measurable outcomes. Responsibilities Duties and Responsibilities 1. Administrative Leadership • Set the strategic direction for administrative services and establish an operating model that supports the University s academic mission, institutional priorities and long-term growth. • Lead the development, implementation and review of administrative policies, procedures, systems, service standards and governance controls. • Ensure administrative processes are efficient, consistent, compliant, transparent, customer-focused and aligned with recognised good practice in higher education. • Define clear accountabilities, workflows, decision rights and escalation routes across administrative functions. • Use evidence, data and stakeholder insight to identify opportunities to improve service quality, operational resilience and institutional effectiveness. • Provide high-quality reports, risk assessments, business cases, dashboards and recommendations to the President and senior leadership. 2. Institutional Support • Provide senior administrative support and coordination for the President, senior leadership, executive management and key institutional committees. • Oversee the preparation, circulation and follow-up of agendas, minutes, correspondence, reports, decisions and management actions where required. • Ensure institutional decisions are translated into practical delivery plans with clear ownership, milestones and reporting mechanisms. • Coordinate across academic schools, professional services and external partners to remove operational barriers and support integrated institutional delivery. • Oversee the provision of effective administrative support to the University's senior leadership and key committees. 3. Policies, Procedures and Compliance • Lead the development, review and implementation of administrative policies, procedures and delegations in line with University requirements, UAE regulations and relevant governance expectations. • Strengthen institutional compliance by ensuring administrative practices are properly documented, auditable and consistently applied. • Maintain robust systems for institutional records, document control, confidentiality and information governance. • Support internal reviews, audits, inspections, accreditation-related activities and regulatory submissions as required. • Identify administrative risks and develop proportionate controls, improvement plans and monitoring arrangements. 4. Facilities and Campus Administration • Provide senior coordination of campus administration, facilities readiness, maintenance, security, cleaning, transportation, access control and other essential support services. • Ensure service levels, response times, health and safety requirements, and operational issues are monitored, escalated and resolved effectively. • Oversee campus readiness for teaching, learning, rehearsals, exhibitions, performances, public programmes, institutional events and official functions. • Oversee campus facilities and related administrative services, including maintenance, security, cleaning, transportation, access control, and other administrative services. • Contribute to space planning, campus utilisation, operational continuity and longer-term facilities improvement planning. 5. Supplier and Contract Coordination • Provide administrative oversight of key service providers, outsourced functions and supplier relationships in partnership with Procurement, Finance and relevant departments. • Support the preparation of specifications, quotations, tenders, contracts, renewals and service-level agreements in accordance with University procedures. • Monitor supplier performance, value for money, compliance, risk, service quality and contract deliverables. • Maintain accurate records relating to contracts, supplier performance, approvals, service issues and administrative expenditure. • Recommend improvements to supplier management, procurement planning and service delivery arrangements. Qualifications & Experience Essential • Bachelor s degree in Business Administration, Public Administration, Management, Education Administration or a related discipline. • A minimum of 10 12 years of relevant administrative management experience, including significant experience in a leadership position, preferably within a university, higher-education institution, government entity or large organisation. • Strong knowledge of administrative operations, policies, procedures, facilities coordination and organisational support. • Excellent written and verbal communication skills in English and Arabic. • Strong interpersonal, organisational and problem-solving skills. • Proven ability to manage multiple priorities and work effectively with senior stakeholders. • Strong proficiency in Microsoft Office and relevant administrative systems. Desirable • Master s degree in Business Administration, Public Administration, Management, Higher Education Administration or a related field. • Previous experience in a UAE university or higher-education environment. • Knowledge of UAE government procedures and institutional compliance requirements. • Experience with accreditation, quality assurance, or institutional governance processes. • Experience in managing facilities, vendors, contracts, and administrative budgets. Core Competencies • Strategic leadership and institutional judgement • Operational excellence and systems thinking • Governance, compliance and risk awareness • Senior stakeholder engagement and influencing • People leadership, coaching and performance management • Policy development and process improvement • Financial stewardship and resource planning • Data-informed decision-making and performance reporting • Confidentiality, discretion and professional integrity • Change management, adaptability and digital fluency Key Performance Indicators • Performance may be assessed against: • Measurable improvement in the efficiency, quality and consistency of administrative services. • Successful delivery of departmental objectives, service standards and institutional operating priorities. • Timely completion of management actions, strategic administrative initiatives and cross-functional projects. • Positive stakeholder feedback from senior leadership, faculty, staff, students and external partners. • Effective budget management, resource utilisation and demonstrable value for money. • Compliance with University policies, UAE requirements, audit expectations and agreed governance controls. • Improved supplier, contractor and service-provider performance against defined standards. • Successful administrative delivery of University events, visits, exhibitions and official functions. • Strong staff performance, engagement, retention, capability development and succession readiness. • Implementation of process improvements, digital solutions and administrative systems that strengthen institutional effectiveness.