Senior Specialist
Higher Colleges of Technology
Total years of experience :14 years, 2 Months
• Liaise and coordinate with the Communication and Marketing Department for all the promotional items, giveaways, events, conferences, seminars, press release, and the prepare for the Memorandums of Agreement’s signing ceremonies
• Follow up on the Cohort Graduates folder and make sure to obtain the necessary approval ahead of time
• Assist in preparing student workshops and external bodies requests, such as EMSAT
• Define the scope of the project in collaboration with senior management
• Create a detailed work plan which identifies and sequences the activities needed to successfully complete the project
• Develop a schedule for project completion that effectively allocates the resources to the activities
• Review the project schedule with senior management and all other staff that will be affected by the project activities; revise the schedule as required
• Contract qualified consultants to work on the project as appropriate
• Execute the project according to the project plan
• Develop forms and records to document project activities
• Set up files to ensure that all project information is appropriately documented and secured
• Monitor the progress of the project and make adjustments as necessary to ensure the successful completion of the project
• Reports on the project for management
• Ensure that the project deliverables are on time, within budget and at the required level of quality
• Evaluate the outcomes of the project as established during the planning phase
• Formulates departmental and project budgets, goals, objectives and priorities; ensures the efficient utilization of allocated resources
• Coordinate travel arrangements, taking meeting minutes, and making decisions regarding the Executive's schedule
• Follow up on HR, Procurement, Finance, and other related duties as assigned by the team leader
• Maintains reception and administrative functions for the department as required which may include: greeting visitors, answering queries via telephone and in-person, and providing general administrative support to departmental staff
• Attends a variety of meetings and special events on behalf of the manager
• Prepares for meetings by soliciting agenda items; by recording, transcribing and circulating meeting minutes; and by providing any necessary follow up
• Drafts letters and documents of a routine nature for management's signature
• Prioritizes correspondence and requests addressed to the manager, referring issues and inquiries to relevant stakeholders
• Follows up on issues by conducting appropriate research, delineating key issues and ensuring effective resolution
• Prepares and issues communications on behalf of the director or member of the management team to students, staff and HCT personnel
• Maintains and updates various departmental files and records; retrieves information as required
• Assists with the organization and logistics of various events for the system as a whole
• Corresponds with various guests and VIPs for events and visits
• Monitors relevant budgetary expenses, supplies and equipment
• Contributes to the development of the HCT by monitoring programs and identifying areas for improvement; by observing and implementing College and system-wide policies and procedures; and by participating in extra-curricular activities and community events.
• Contributes to the development and implementation of HR processes, policies and procedures and ensures that HR policies and procedures are communicated accurately to appropriate stakeholders
• Day to day support to management and staff by providing advice, guidance and interpretation of HR policies and procedures
• Understands and applies HCT business processes and contributes to the improvement of same
• Supports the Director with respect to staffing budgets, data gathering and compilation, report generation and updates; ensures that recruitment planning activities are aligned with complements and budgets
• Coordinates the recruitment process for the college/directorate by updating job descriptions, raising requisitions, handling interview logistics and ensuring that reference checks, security paperwork and all other new hire documentation is obtained
• Oversees the creation and maintenance of secure and confidential filing systems
• Serves as the main point of contact for new hires with questions arising during the onboarding process; assists in their relocation and coordinates the new hire orientation program
• Liaises with Housing and Visa Administrators regarding employee housing and visa requirements
• Coordinates with Payroll, Compensation and Benefits to ensure the registration and administration of the employees' benefit programs; monitors the preparation of payroll
• Responsible for the recruitment of temporary and adjunct employees within budget guidelines which includes interviewing and onboarding, contract administration and approval of time sheets
• Administers the process for probation completions, contract renewals, resignations and terminations; administers end of service benefits and coordinates other exit processes for departing employees
• Provides support to management on staff performance appraisals
• Serves as a point of contact for college employee relations issues
• Confers with management to identify training needs for college staff based on college strategic plan and departmental objectives
• Demonstrates a commitment to HCT's Emiratization program and professional development initiatives for UAE National employees
• Keeps abreast of developments in the field by engaging in professional development activities
• Contributes to the development of the HCT by monitoring programs and identifying areas for improvement; by observing and implementing College and system-wide policies and procedures; and by participating in extra-curricular activities and community events
• Travels to other HCT colleges to attend meetings, workshops and conferences as required
• Develops an awareness of and respect for the customs and cultures of HCT students and employees
• Performs other related duties as assigned by the Supervisor
• Contributes to the development and implementation of HR processes, policies and procedures and ensures that HR policies and procedures are communicated accurately to appropriate stakeholders
• Day to day support to management and staff by providing advice, guidance and interpretation of HR policies and procedures
• Understands and applies HCT business processes and contributes to the improvement of same
• Supports the Director with respect to staffing budgets, data gathering and compilation, report generation and updates; ensures that recruitment planning activities are aligned with complements and budgets
• Coordinates the recruitment process for the college/directorate by updating job descriptions, raising requisitions, handling interview logistics and ensuring that reference checks, security paperwork and all other new hire documentation is obtained
• Oversees the creation and maintenance of secure and confidential filing systems
• Serves as the main point of contact for new hires with questions arising during the onboarding process; assists in their relocation and coordinates the new hire orientation program
• Liaises with Housing and Visa Administrators regarding employee housing and visa requirements
• Coordinates with Payroll, Compensation and Benefits to ensure the registration and administration of the employees' benefit programs; monitors the preparation of payroll
• Responsible for the recruitment of temporary and adjunct employees within budget guidelines which includes interviewing and onboarding, contract administration and approval of time sheets
• Administers the process for probation completions, contract renewals, resignations and terminations; administers end of service benefits and coordinates other exit processes for departing employees
• Provides support to management on staff performance appraisals
• Serves as a point of contact for college employee relations issues
• Confers with management to identify training needs for college staff based on college strategic plan and departmental objectives
• Demonstrates a commitment to HCT's Emiratization program and professional development initiatives for UAE National employees
• Keeps abreast of developments in the field by engaging in professional development activities
• Contributes to the development of the HCT by monitoring programs and identifying areas for improvement; by observing and implementing College and system-wide policies and procedures; and by participating in extra-curricular activities and community events
• Travels to other HCT colleges to attend meetings, workshops and conferences as required
• Develops an awareness of and respect for the customs and cultures of HCT students and employees
• Performs other related duties as assigned by the Supervisor
• Organize & facilitate regular staff meetings.
• Provide necessary organizational information to staff team.
• Help keep the team focused & on track.
• Attend regular meetings as directed by management.
• Maintain overview of daily records, incident logs & shift planners.
• Monitor all key worker records & support individual key workers to develop positive working relationships
• Provide status reporting of team activities against the program plan or schedule.
• Keep the service manager informed of task accomplishment, issues and status.
• Serve as a focal point to communicate and resolve interface and integration issues with other teams.
• Escalate issues which cannot be resolved by the team.
• Provide guidance to the team based on management direction.
• Responsibility and perseverance at work, a total commitment to offer the highest quality of work and ensure attention to detail.
• Monitor & support relevant First Aid awareness and training within the staff team.
• Exploring and listening to and understanding others, emphasizing with their situation.
• Dealing with unexpected situations, acting on one’s own initiative to identify the situation understands it, deal with it and implement the solution.
• Adding structure to tasks by defining priorities and completing the work in a systematic, efficient fashion within the required time frame.
• Foster and promote a safe and healthy work environment maintaining safe work practices at all time and to work within and comply with the company safety policies and procedures.
• Maintains automotive records by recording problems and corrective actions planned.
• Updates job knowledge by participating in educational opportunities; reading manufacturers' publications.
• Enhance organization reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
• Ascertain automotive problems and services by listening to customer's description of symptoms; clarifying description of problems; conducting inspections; taking test drives; checking vehicle maintenance records; examining service schedules. Verifies warranty and service contract coverage by examining records and papers; explaining provisions and exclusions.
• Update data for all new hires into system and provide administrative support.
• Sending weekly reports and monthly reports on health and safety and customer satisfaction index.
• Monitor and track 180-day follow up orientation program.
• Answer general human resources-related inquiries from staff.
• Manage time and attendance systems.
• Track paid time off and sick time.
• Applying for staff airline tickets.
• Ability to convey a positive and professional image to the customers.
• Helping in arranging training and events done in the service department.
• Booking appointment for customers from different locations in UAE.
• Handle walk-in customers and make sure that they are attended by the service advisors.
• Understanding customer concerns and report it to the service advisors or to the supervisor’s and manager’s if an immediate action needs to be done.
• Help service advisors in receiving the customers and in the process of returning the vehicle to them.
• Coordinate with various team to maintain efficient recruitment process and evaluate all applications and perform phone interviews and screen all candidates and participate in all jobs fairs and other associated events.
• Coordinate with HR Generalist to compile all information for salary and job offers and manage all correspondence with employees and prepare required paperwork and manage an efficient applicant system.
• Evaluate all employment processes and recommends improvements if required to various departments and participate in recruitment committee for site and maintain knowledge on all human resource practices.
• Administer HRIS system and update data for all new hires into same and provide administrative support for all activities to human resource director.
• Monitor all new hiring process and maintain regular follow up with employees and ensure work within required deadline and organize and prioritize all data within required time frame and manage all verification process and maintain personnel files.
• Manage all queries for human resource department and ensure timely response for same and screen all candidates for telephone interviews and manage all projects for department.
• Administer all job postings and ads and evaluate internal staff website and manage all communication with staff members.
• Provide staff orientation on company policies and health programs.
• Monitor and track 90-day follow up orientation program.
• Responsible for overseeing all disciplinary actions, including terminations.
• Drafts a variety of job description, correspondence, memoranda, statistical summaries, reports, announcements, and other materials related to human resource administration.
• Job description file.
• Manage time and attendance systems.
• Track paid time off and sick time.
• Ability to convey a positive and professional image to applicants and employees.
• Work within a team environment to carry out a full range of marketing functions.
• Develop creative direction of all marketing and communication materials, including brochures, catalogs and e-mails.
• Develop and Manage a wide range of marketing tools, including proposals, presentations, promotional materials, event invitations, direct-mail and e-mail public relation pieces.
• Establish clear and constant communication with business development leaders. Maintain communication with management to ensure marketing activities aligned with business.
• Reading, monitoring and responding to the principal's email.
• Answering calls and handling queries.
• Preparing correspondence on the principal's behalf.
• Commissioning work on the principal's behalf
• Liaising with staff, clients, etc.
• Booking meetings, organizing travel and preparing complex travel itineraries.
• Writing minutes, taking dictation.
• Planning, organizing and managing events.
• Attending events/meetings as the principal's representative.
• Conducting research on the internet, writing reports.
• Preparing presentations, preparing papers for meetings.
• Managing projects, and managing an Assistant.
Bachelor Degree in Business Management CGPA 3.75 (Excellent), Graduated Summer Semester 2012 from Abu Dhabi University