Administrator to DVCAARI

Muscat University; Muscat; On-site; OMR 5,000 - 8,000; Full time

Job summary

Muscat University is seeking an Administrator to the Deputy Vice-Chancellor for Academic Affairs, Research and Innovation (DVCAARI). The role provides high-level administrative, analytical, and operational support, manages correspondence, and coordinates engagement with the Ministry of Education and external stakeholders.

You'll lead data analysis and report writing, prepare briefing papers and dashboards, manage the DVCAARI's calendar and meetings, and oversee office operations.

Qualifications

• Master's degree or higher in a relevant field; strong analytical skills.
• Minimum 3 years' experience in executive support, policy analysis, or institutional research.
• Experience liaising with government ministries or external stakeholders is highly desirable.

Responsibilities

• Analyze data and prepare comprehensive reports and executive summaries.
• Liaise with the Ministry of Education and other regulators; coordinate documentation and data returns.
• Provide executive support: manage calendars, agendas, meetings, and minutes.

Skills

Analytical thinking

Report writing

Stakeholder liaison

Communication (Arabic & English)

Data interpretation

Education

Master's degree in Statistics/Data Science/Social Sciences or related

Bachelor's degree + strong analytical/report-writing experience

Tools

Microsoft Excel

Pivot tables

Power BI

Tableau

SPSS

R

Python

Job description

1. JOB DETAILS

Position Title: Administrator to the Deputy Vice-Chancellor for Academic Affairs, Research and Innovation (DVCAARI)

Reports to: Deputy Vice-Chancellor for Academic Affairs, Research and Innovation (DVCAARI)

Department: Office of the Deputy Vice-Chancellor for Academic Affairs, Research and Innovation

2. JOB PURPOSE

The Administrator to the Deputy Vice-Chancellor for Academic Affairs, Research and Innovation (DVCAARI) provides high-level administrative, analytical, and operational support to the DVCAARI. The role manages the DVCAARI's correspondence and engagement with the Ministry of Education and other external stakeholders, leads data analysis and report-writing activities, and ensures the efficient coordination of the Academic Affairs, Research and Innovation Office. The position serves as a trusted liaison between the DVCAARI, senior management, faculty staff, and government bodies, exercising personal responsibility and delivering results with minimal supervision.

3. KEY ACCOUNTABILITIES

A. Data Analysis & Report Writing

Collect, analyse, assess, and synthesize quantitative and qualitative data to support strategic decision-making and operational planning. Prepare comprehensive analytical reports, briefing papers, and executive summaries on academic affairs, research performance, innovation metrics, and institutional benchmarks. Develop data visualizations, dashboards, and statistical summaries to communicate findings effectively to senior leadership and external bodies. Monitor key performance indicators (KPIs) and produce regular management reports tracking progress against institutional objectives. Draft and edit high-quality correspondence, position papers, policy briefs, and submissions requiring analytical rigour and evidence-based recommendations.

B. Ministry of Education & External Stakeholder Liaison

Manage official correspondence between the university senior management and the Ministry of Education, ensuring timely, accurate, and policy-compliant communication. Coordinate the preparation and submission of documentation, reports, and data returns required by the Ministry and other regulatory bodies. Track ministry directives, circulars, and policy updates; brief the DVCAARI on implications and coordinate institutional responses. Maintain a structured record of all external correspondence, submissions, and engagement activities for audit and compliance purposes.

C. Executive Support & Office Management

Serve as the primary contact for staff supporting the DVCAARI; supervise daily office operations and administrative workflows. Manage the DVCAARI's calendar, prioritize appointments, and schedule meetings with internal and external stakeholders. Prepare detailed briefing materials, agendas, and pre-reads for meetings, committees, and executive engagements. Attend meetings, record accurate minutes, and follow up on action items and decisions made by the DVCAARI. Handle confidential files and records in accordance with institutional policies and data protection requirements. Manage inquiries, complaints, and concerns from callers and visitors; resolve or elevate complex issues appropriately.

D. Event, Project & Financial Coordination

Plan and coordinate conferences, seminars, workshops, and official events on behalf of the DVCAARI. Participate in the development of projects, work methods, and procedures; recommend procedural changes and resource requirements to improve unit efficiency. Estimate time, resources, and budgets for activities, events, and projects; create financial projections and monitor expenditure against approved accounts. Follow up on decisions made by the DVCAARI and resolve complex operational problems proactively.

E. Information & Communication Management

Maintain and update spreadsheets, databases as directed. Prepare, format, edit, and proofread documents, reports, minutes, and official correspondence. Establish and maintain efficient electronic and physical filing systems. Prepare and distribute documents; handle mail, courier shipments, and other communications. Order and manage office supplies and maintain an efficient working environment.

G. Additional Responsibilities

Respond to inquiries and provide accurate information on policies and procedures to internal and external stakeholders. Perform any other duties as deemed necessary by the DVCAARI.

Desired Candidate Profile

Education Master's degree in a relevant field (e.g., Statistics, Data Science, Social Sciences, or a related discipline). A Bachelor's degree with exceptionally strong analytical and report-writing experience may be considered in lieu of a Master's degree. Experience Minimum of 3 years of relevant work experience in executive support, policy analysis, institutional research, or a related field. Demonstrated experience in data analysis, statistical reporting, and producing evidence-based documents for senior leadership. Prior experience liaising with government ministries, regulatory agencies, or external stakeholders is highly desirable. Experience in academic or research administration within a university setting is an advantage.

Technical Skills Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint), with strong skills in Excel for data analysis, pivot tables, and charting. Experience with data analysis tools or statistical software (e.g., SPSS, R, Python, Tableau, or Power BI) is an advantage. Proficiency in database management and digital collaboration platforms. Strong report-writing, policy-drafting, and editorial skills with meticulous attention to accuracy and tone.

Core Competencies Exceptional analytical and critical-thinking skills with the ability to translate complex data into actionable insights and clear narratives. Outstanding written and verbal communication skills in both Arabic and English. High level of discretion, integrity, and professionalism in handling sensitive and confidential information. Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines concurrently. Proactive problem-solving ability and sound judgment in resolving complex issues independently. Collaborative mindset with the ability to engage effectively across all levels of the institution and with external partners. Language Excellent command of both Arabic and English (spoken and written) is essential.