About the University
The University of Central Asia is a private, not-for-profit, secular university founded to promote the social and economic development of Central Asia, particularly its mountain communities, through higher education and the preservation of cultural heritage. It comprises three schools: the School of Arts and Sciences, the Graduate School of Development, and the School of Professional and Continuing Education.
Responsibilities
•Lead and develop the Academic Operations Office, including responsibilities, service expectations, workload allocation, coaching, and performance management
•Provide administrative support to academic units, faculty, visiting researchers, and postgraduate programmes, coordinating enquiries, requests, and workflows
•Review, simplify, and document administrative procedures while maintaining compliance and reducing duplication and delays
•Coordinate meetings, events, records, internal communications, and operational reporting, ensuring decisions and actions are followed through
•Coordinate the use of facilities, equipment, and administrative resources with university services
•Coordinate operational plans, budgets, forecasts, procurement plans, and management reporting with unit leaders and Finance
•Provide the Dean and unit leaders with analysis of expenditure, commitments, cost recovery, funding requirements, and operational implications of proposals
•Support the preparation and monitoring of grant and programme budgets, coordinating financial inputs to proposals and reporting with Finance, ORD, and grant managers
•Support the accurate use of SAP and other approved systems, monitor budget information, and follow up discrepancies and emerging risks
•Facilitate budget reallocation requests and other financial actions through authorised approval processes
•Oversee administrative arrangements for postgraduate and other approved academic programmes in coordination with programme leadership, the Registrar, and student-facing services
•Coordinate programme scheduling, academic records and documentation, student communications, academic events, and administrative support for programme review and quality processes
•Support operational planning and implementation of new or revised programmes, including resource requirements, delivery readiness, and cross-functional coordination
•Coordinate administrative support for research projects, visiting scholars, grants, and external collaborations, respecting institutional offices' decision rights and specialist responsibilities
•Support the Dean and academic unit leaders with operational plans, management information, reports, and institutional submissions
•Contribute to university-wide initiatives that improve the consistency, efficiency, and integration of academic and research administration, including agreed changes arising from Future Directions
•Manage, support, and develop direct reports, promoting professional standards, constructive teamwork, accountability, and an enabling service culture
•Coordinate recruitment administration, onboarding, contract and personnel workflows, appraisal administration, and staff development arrangements with HR and relevant line managers
•Maintain appropriate records, confidentiality, data protection, and information security; support audits and timely implementation of agreed corrective actions
•Identify and promptly escalate operational, financial, compliance, and service-delivery risks to the Dean and relevant specialist functions
•Ensure compliance with personal data protection regulations and maintain confidentiality of sensitive information
•Perform other duties assigned by the Supervisor, consistent with the role's scope and departmental tools
•Allocate work, set operational priorities, and manage direct reports' performance within approved policies, budgets, and delegated authority
•Establish and improve GSD administrative workflows and service arrangements in consultation with institutional process owners
•Request information needed for legitimate operational planning, reporting, and case coordination, subject to confidentiality and data-access rules
•Recommend budget changes, staffing and service improvements, process changes, and operational mitigations to the Dean and authorised officers
•Escalate material operational, financial, compliance, and service risks through appropriate management channels
Requirements
•Relevant bachelor's degree or equivalent professional experience and analytical capability
•Substantial experience in academic, research, or comparable complex professional-services operations, including team management and service improvement
•Strong experience in budget coordination, financial reporting, grants or project administration, and interpreting financial information for managers
•Strong organisational judgement, prioritisation, process management, problem-solving, and attention to detail
•Ability to build productive relationships across academic and professional functions and work effectively with senior colleagues
•High proficiency in spreadsheets, reporting, and relevant administrative or enterprise systems, with willingness to learn UCA systems
•Excellent written and spoken English and Russian; advanced (fluent) proficiency in both
•Sound judgement, discretion, and experience handling confidential information
•Commitment to UCA's mission and ability to work effectively across cultures and locations
Nice to have
•Experience in or knowledge of the Central Asian higher education landscape or a related environment supporting academic activities, including research and teaching
•Grant-funded activities, cost recovery, and donor reporting
•Organisational change and developing shared or integrated professional services
•SAP or a comparable enterprise resource planning system
•Committee service, including producing professional agendas and minutes
•Familiarity with UCA's values and mission
•Working knowledge of Kyrgyz, Tajik, or Kazakh
Conditions
•Maternity cover
•Applications will be reviewed as received; early applications are strongly encouraged
•Application deadline: 02 November 2026
