Career Management System Executive

MDX Dubai and Dhabi Contracting LLC; United Arab Emirates; On-site; AED 134,000 - 223,000; Full time

Job summary

Middlesex University—Centre for Careers and Employability seeks a CMS Executive to manage the Career Management System (CMS) operations, governance and improvements. You will ensure reliable, secure platform use from registration to outcome capture, serving students, graduates, employers and faculty.

Your role emphasizes administration, data controls, user lifecycle, and collaboration with campus partners, IT and vendors to maintain high-quality CCE services.

Qualifications

• Desirable: certification in UX/UI, CRM administration, IT service management, project management or data protection.
• Required: 2–3 years professional experience in administering CRM, HR management systems or comparable multi-user business applications.
• Desirable: Hands-on experience with Handshake, Symplicity, or university career-management systems.

Responsibilities

• Act as the operational contact for Superset, working with the vendor, IT and authorised University stakeholders.
• Configure and maintain user roles, permissions, cycles, academic structures, taxonomies, templates, forms, notifications, workflows and approval rules within delegated authority.
• Support the documentation of administration standards, change logs, configuration records, service procedures and business-continuity arrangements.
• Apply appropriate controls for student, graduate, employer and staff data.
• Coordinate student and graduate onboarding, account activation, user imports, cohort updates, deduplication, corrections, status changes and authorised offboarding.
• Maintain accurate programme, campus, cycle and eligibility data in coordination with Dubai Academic Registry, IT Office and the CCE team.
• Monitor profile completion, engagement and source-data quality; coordinate targeted adoption and remediation campaigns.
• Support secure data exports, imports and approved integrations, ensuring that changes are tested and reconciled.
• Support the administration of employer registrations, employer verification, vacancy and internship approvals, eligibility filters, application workflows, interview stages and offer/outcome capture in line with CES policies.
• Liaise with the CMS solution provider team to ensure opportunities supplied by Faculty Career Partners are processed accurately, promptly and mapped to the correct programmes and student groups.
• Provide first-line functional support for students, employers, faculty and staff; triage technical issues and elevate vendor or IT incidents with complete evidence.
• Develop user guides, standard responses, training materials and role-based sessions for students, staff, employers and campus partners.
• Maintain a searchable issue and knowledge log and identify recurring problems that require process or configuration change.
• Coordinate user acceptance testing for releases, new modules, workflows and integrations; document results and obtain appropriate sign-off.
• Monitor platform performance, unresolved incidents, turnaround times, adoption and feature utilisation and report material risks to the CES Manager.
• Gather user requirements and recommend improvements based on operational need, privacy, accessibility, scalability and value.
• Maintain accurate platform-facing content, help text, automated messages, event listings and key service information within the agreed content-governance model.
• Ensure communications are timely, accessible, audience-appropriate and consistent with University branding and policy.
• Comply with University policies, professional standards, safeguarding requirements, information-security controls and applicable UAE legislation; maintain confidentiality and sound judgement when handling student, graduate, employer and institutional information.
• Promote equality, inclusion, accessibility and fair access to opportunities, and contribute to major CES activities such as orientation, career fairs, employer events and cross-campus initiatives as reasonably required.
• Undertake other duties consistent with the scope and level of the role following discussion with the line manager.

Skills

CRM administration

Data protection

IT service management

Project management

UX/UI certification

Tools

Handshake

Symplicity

Job description

This position is the Centre for Careers and Employability (CCE)’s central resource for effective day-to-day administration, governance, adoption and continuous improvement of our Career Management System (CMS). The postholder will ensure that students, graduates, employers, faculty and CCE colleagues can use the platform reliably and securely from registration and opportunity publication through application, interview, placement and outcome capture. The key responsibility of the CMS Executive is to provide excellent service to students, faculty, and staff of the University and to contribute towards an enriching employability experience.

Job Description

Responsibilities and Accountability

A. Platform administration and governance

• Act as the operational contact for Superset, working with the vendor, IT and authorised University stakeholders.
  
• Configure and maintain user roles, permissions, cycles, academic structures, taxonomies, templates, forms, notifications, workflows and approval rules within delegated authority.
  
• Support the documentation of administration standards, change logs, configuration records, service procedures and business-continuity arrangements.
  
• Apply appropriate controls for student, graduate, employer and staff data.
  

B. User lifecycle and data operations

• Coordinate student and graduate onboarding, account activation, user imports, cohort updates, deduplication, corrections, status changes and authorised offboarding.
  
• Maintain accurate programme, campus, cycle and eligibility data in coordination with Dubai Academic Registry, IT Office and the CCE team.
  
• Monitor profile completion, engagement and source-data quality; coordinate targeted adoption and remediation campaigns.
  
• Support secure data exports, imports and approved integrations, ensuring that changes are tested and reconciled.
  

C. Employer and opportunity workflow

• Support the administration of employer registrations, employer verification, vacancy and internship approvals, eligibility filters, application workflows, interview stages and offer/outcome capture in line with CES policies.
  
• Liaise with the CMS solution provider team to ensure opportunities supplied by Faculty Career Partners are processed accurately, promptly and mapped to the correct programmes and student groups.
  

D. User support, training and adoption

• Provide first-line functional support for students, employers, faculty and staff; triage technical issues and elevate vendor or IT incidents with complete evidence.
  
• Develop user guides, standard responses, training materials and role-based sessions for students, staff, employers and campus partners.
  
• Maintain a searchable issue and knowledge log and identify recurring problems that require process or configuration change.
  

E. Testing, improvement and service management

• Coordinate user acceptance testing for releases, new modules, workflows and integrations; document results and obtain appropriate sign-off.
  
• Monitor platform performance, unresolved incidents, turnaround times, adoption and feature utilisation and report material risks to the CES Manager.
  
• Gather user requirements and recommend improvements based on operational need, privacy, accessibility, scalability and value.
  

F. Digital communications and content quality

• Maintain accurate platform-facing content, help text, automated messages, event listings and key service information within the agreed content-governance model.
  
• Ensure communications are timely, accessible, audience-appropriate and consistent with University branding and policy.
  

G. General responsibilities

• Comply with University policies, professional standards, safeguarding requirements, information-security controls and applicable UAE legislation; maintain confidentiality and sound judgement when handling student, graduate, employer and institutional information.
  
• Promote equality, inclusion, accessibility and fair access to opportunities, and contribute to major CES activities such as orientation, career fairs, employer events and cross-campus initiatives as reasonably required.
  
• Undertake other duties consistent with the scope and level of the role following discussion with the line manager.
  

Requirements

Education and Qualifications

• Desirable: certification in UX/UI, CRM administration, IT service management, project management or data protection.
  
• Required: 2-3 years professional experience in administering CRM, HR management systems or comparable multi-user business applications.
  
• Desirable: Hands-on experience with Handshake, Symplicity, or university career-management systems.
  

Knowledge, Skills and Experience

• Strong digital literacy, advanced spreadsheet capability and confidence learning configurable cloud platforms.
  
• Understanding of user access, data quality, privacy, information security and operational controls.
  
• Ability to map processes and translate service requirements into system workflows.
  
• Knowledgeable about databases and web-based resources and interfaces
  
• Structured problem-solving, customer service and clear communication.
  
• High attention to detail, reliability and ability to manage competing operational priorities.
  
• Ability to balance user experience with governance and evidence requirements
  
• Ability to work as a good team member with commitment to achieving excellence
  
• Accurate and methodical with a practical approach and an enthusiasm for providing high quality CCE services
  
• Ability to prioritise and manage workload
  
• Ability to take initiative, with minimum supervision
  
• Good understanding of the youth mentality and cultural diversity issues
  

The intent of this job description is to provide representation of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. As a rapidly growing institution, Middlesex employees may be required to perform job-related tasks other than those specifically presented in this description.