University Council Secretary

Job Description Overview
JOB PURPOSE SUMMARY: This section gives a brief explanation of why the job exists and what its main goals are.
The University Secretary reports to the University Council through the Chairman and makes sure that the University runs smoothly and efficiently.
The Secretary helps the Chairman and members of the University Council by providing information and advice when needed. The Secretary is the main person to ask for advice about how the university is run. The Secretary will let the Chairman know if any suggested actions go beyond what the University Council can do or break any laws.
The Secretary helps the Chairman and Vice President run the University Council smoothly.
The job involves keeping track of and managing the relationships between the University Council and the Cabinet of Ministers. It also includes creating policies and practices to make sure the University follows government rules and regulations related to the University Council and its duties.
Main Responsibilities
With help from the University Council Chairman, the Vice President, and the President, the University Secretary will have these main responsibilities:
University Management Structure:
Organizes, helps, and keeps track of what the University Council committees and other groups do to make sure the University runs smoothly and effectively. The person in this position also handles issues about privacy, access to information, fairness, and university rules. Shares updates often about the discussions and decisions made by the Board of Directors.
Helps the University Council with their meetings, publications, directories, staffing for committees, and getting new members settled in.
Works closely with other departments and teams, including Legal Counsel, to help the University follow good practices in its governance processes.
Looks ahead to possible problems with following Council decisions and suggests ways to prevent them.
Stays updated on all university rules and procedures, as well as on the progress of proposals as they move through the university’s decision-making process.
Makes sure the University follows the law and meets its responsibilities, while also helping with the management of the University.
Make sure the members of the University Council and the top management are informed about their legal responsibilities, any new rules, and updates on how to manage the university.
Takes charge of creating, getting approval for, and managing rules and guidelines related to how the Council works and how the organization is run.
Communicates with the external auditor, state audit, cabinet of ministers, and other government agencies whenever necessary.
Checks official documents (like yearly reports given to the Cabinet, press releases about the Chairman and leadership issues, and reports sent to the MSCHE).
Sets up meetings for the Council and its regular committees. Makes sure that meeting papers are created and shared on time and that the meeting notes clearly show what happened and the decisions made.
Helps make clear and suitable communication between the Council and other groups at the University, including students, staff, and the government.
Keeps an eye on how Council decisions are put into action. Makes sure that Council rules and university guidelines are followed.
Creates and carries out training programs and workshops that support the university’s goals and vision.
Any other help needed by the Council Chairman or the University leaders.
LEVEL OF FREEDOM/DIFFICULTY OF THE ENVIRONMENT
A very unclear and always changing situation with a wide range of important people and decision-makers.

Must be able to handle multiple emergencies that might need attention and resources at the same time.

WORKING RELATIONSHIPS/EFFECT OF CONNECTIONS
Works closely with top managers to teach them about important issues, persuade them, and raise awareness, while suggesting possible solutions.
Works with and talks to outside groups to help the University.

Education and Experience Needed
You need to be a UAE National and have at least a Master’s degree from a recognized school. You should also have at least 10 years of experience in legal work, general auditing, risk management, and governance, or a similar mix of education and experience. We really want someone with a lot of knowledge about how organizations are run and the laws and rules involved, especially in a complicated setting.
Strong understanding of the school and education field. A strong understanding of the decisions made by the Cabinet of Ministers and the rules and regulations about the University.
Other important needs:
Good at reading, writing, and speaking both Arabic and English.
Ability to travel back and forth between Abu Dhabi and Dubai.
A strong interest in how organizations are run, checking their finances, and handling risks.

Things we would like or want:
Experience working in a school or educational setting.
Skill to think ahead.
Skilled at listening and giving advice to senior people.
Good at keeping things organized and managing time well.
Very careful with details.
Good skills in presenting and negotiating.
Understanding the rules and processes related to the University Council.

SKILLS

Leadership and Managerial Responsibility – Brings people together to work towards common goals; makes good decisions to achieve results and success.

Communication – Can share information clearly and work well with others, both by talking and writing (in English and Arabic).
Customer and Service Focused – Shows a strong commitment to providing excellent service.
Results & Action Focus – Shows effort to make things better and create good results.
Builds Good Relationships with Others – Shows strong social skills at work.
Knowledge and Skills – Shows strong understanding and skills needed for the job to do it well. Ready and open to learn. Great computer skills (Microsoft Office).

The statements in this document are meant to show the main duties and responsibilities of the job, but they should not be seen as a complete list.