Institutional Data & Regulatory Compliance Analyst

Overall, Purpose of the Job:

The Institutional Data & Regulatory Compliance Analyst is responsible for the administration, governance, quality, and integration of institutional data systems at UoM-Dubai. The role provides dedicated ownership of all regulatory data reporting requirements, including MoHESR and KHDA obligations, with particular focus on:

• HEDB/CHEDS dataset preparation, validation, and submission across all reporting cycles

• OBEF KPI data collection, calculation, evidence compilation, and submission across all 24 KPIs spanning Employment Outcomes, Learning Outcomes, Industry Collaboration, Research Outcomes, Reputation, and Community Engagement

• API integration readiness for the transition from portal-based HEDB submission to MoHESR's master API framework

• Effective administration of Educore and related institutional applications

• Supporting institutional compliance with CAA, MoHESR, and KHDA requirements

This role is critical as MoHESR transitions to an outcome-based evaluation model assessed across 24 KPIs, requiring sustained, specialist data ownership that cannot be absorbed within existing operational roles.

Why This Role Is Required

The scope and frequency of current regulatory data obligations have materially increased with the introduction of the Outcome-Based Evaluation Framework (OBEF). Key drivers include:

• OBEF requires ongoing tracking, validation, and submission of 24 KPIs at both institutional and programmatic level, assessed across rolling 3-year and 5-year timeframes

• HEDB/CHEDS submissions require complete, accurate, and timely student records across enrolment, assessment, graduation, employment, and research data domains

• MoHESR’ s roadmap moves from portal-based data submission to a master API integration model, requiring dedicated technical readiness and coordination

• KHDA reporting and API integration requirements introduce additional data streams requiring specialist oversight

• The volume, complexity, and audit expectations of regulatory data can no longer be sustainably managed within existing generalist roles

Key Responsibilities

1. OBEF Data Management and KPI Reporting

The postholder will take lead responsibility for OBEF data collection, calculation, and submission across all six pillars:

• Coordinate and validate data for all 24 OBEF KPIs at institutional and programmatic level, including Employment Rate, Retention Rate (FYR), Assessment Quality Review, Work Placement Participation, Joint Industry Courses, Publication Ratio, International Accreditation Status, and Community Engagement indicators

• Manage rolling calculation cycles — 3-year rolling averages for employment and retention KPIs; 5-year averages for research and collaboration KPIs; cumulative totals for IP and research impact

• Coordinate graduate employment tracking processes including the 12-month post-graduation employment survey, internship-to-employment conversion rates, and relevant job classification in line with MoHESR definitions

• Maintain KPI evidence packages including employer feedback forms, work placement completion records, micro credential and professional license registers, student satisfaction data, and industry contribution records

• Prepare OBEF scorecard submissions and support institutional and programmatic performance monitoring against OBEF thresholds

• Liaise with academic and professional services teams to collect, validate, and reconcile OBEF data inputs across faculties and support functions

2. HEDB / CHEDS Regulatory Reporting

• Coordinate the preparation, validation, and submission of all HEDB datasets required by MoHESR across reporting cycles, including student enrolment, academic outcomes, graduation, and research data

• Manage CHEDS-to-HEDB transition workflows and ensure submission readiness in line with MoHESR's evolving portal requirements

• Validate HEDB datasets for completeness, accuracy, and consistency with institutional records held in Educore and related systems

• Maintain submission logs, data quality records, and audit trails for all HEDB reporting cycles

• Monitor MoHESR portal updates, deadline schedules, and data specification changes and ensure timely institutional responses

• Support CAA reporting obligations that draw on overlapping HEDB data sources

3. Application and System Administration

• Manage the day-to-day administration of Educore and other relevant institutional applications, including user access, role-based permissions, and validation rules

• Monitor system functionality, data integrity, and operational performance across institutional data platforms

• Coordinate system updates, testing, enhancements, and release of new functionality with vendors and internal stakeholders

• Support issue resolution and escalation relating to application performance and data system functionality

• Maintain Educore data configurations to support OBEF and HEDB data extraction workflows

4. API Integration and Technical Readiness

• Lead institutional readiness for MoHESR's transition from HEDB portal submission to master API-based data exchange, coordinating endpoint mapping, testing, and implementation activities

• Support KHDA API integration requirements, including technical coordination, data mapping, and post-implementation monitoring

• Liaise with Home Campus IT, MoHESR technical teams, KHDA API teams, and Educore to ensure system-to-system data exchange is accurate, secure, and compliant

• Document institutional data architecture, API workflows, system interfaces, and integration arrangements

• Support pilot testing, rollout, and post-implementation monitoring of new integrations

5. Data Quality, Validation, and Reconciliation

• Carry out data validation, reconciliation, and quality assurance checks across Educore, HEDB, OBEF datasets, and supporting evidence registers

• Identify data gaps, inconsistencies, and quality issues and coordinate corrective actions with relevant teams

• Maintain data quality logs, issue registers, and improvement action records

• Support standardization of reporting processes to reduce reliance on manual workarounds and ad hoc data extractions

• Develop and maintain data dictionaries, reporting logic documentation, and KPI calculation guides aligned to MoHESR OBEF definitions

6. Stakeholder Liaison and Regulatory Coordination

• Act as the primary operational point of contact for data systems, OBEF reporting, HEDB submissions, and API integration matters

• Liaise with MoHESR data and technical teams, KHDA regulatory and API teams, CAA, Educore, and Home Campus IT

• Coordinate technical clarifications, regulatory follow-up actions, and issue resolution with external stakeholders in a timely and professional manner

• Ensure institutional responses to regulators and system partners are accurate, consistent, and properly documented

7. Documentation, Audit, and Compliance Support

• Maintain up-to-date SOPs, user guides, OBEF evidence registers, HEDB submission records, integration documentation, and system administration logs

• Support audit readiness by ensuring availability of records, evidence trails, and compliance documentation for MoHESR, KHDA, and CAA

• Contribute to inspection preparation by providing clear evidence of data governance, KPI validation controls, reporting practices, and system management

• Support the implementation of secure and compliant data handling practices in line with institutional and Home Campus requirements

Role Specification

Essential Qualifications

• Bachelor’s degree in information systems, Data Management, Computer Science, Business Information Systems, or a related field

Essential Knowledge and Experience

• Experience administering institutional applications, databases, or student information systems

• Experience in data reporting, validation, reconciliation, and quality assurance

• Experience working with complex datasets, multi-cycle reporting requirements, and cross-functional stakeholders

• Experience coordinating with internal and external technical teams, vendors, or service providers

• Understanding of system integrations, APIs, and data workflows

• Experience maintaining system documentation, audit trails, and operational records

• Strong working knowledge of Excel and data reporting tools

Desirable Knowledge and Experience

• Experience within UAE higher education or another regulated sector

• Familiarity with MoHESR regulatory frameworks, including OBEF (24-KPI framework), HEDB/CHEDS submission processes, and CAA reporting requirements

• Understanding of OBEF KPI definitions, data sources, calculation methodologies, and evidence requirements across all six pillars (Employment, Learning, Industry Collaboration, Research, Reputation, Community Engagement)

• Familiarity with KHDA regulatory reporting and API integration frameworks

• Experience working with dashboard reporting, compliance monitoring, or institutional data governance frameworks

• Experience supporting role-based access controls, Row-Level Security, or similar access management arrangements

• Familiarity with Educore or comparable student records and compliance platforms

• Understanding of MoHESR's transition from portal-based HEDB submission to master API integration

Skills and Competencies

• Strong analytical and problem-solving skills with the ability to interpret complex regulatory data requirements

• High attention to detail and accuracy in data validation and reporting

• Ability to manage multiple reporting cycles, deadlines, and priorities simultaneously

• Strong communication and stakeholder management skills across operational, technical, and regulatory functions

• Ability to translate technical data issues into clear operational and regulatory language

• Strong organizational skills and ability to maintain accurate records, evidence registers, and documentation

• Professional judgement, discretion, and accountability in handling institutional data

Key Attributes

• Proactive and solutions-focused approach to data quality and regulatory compliance

• Strong ownership and accountability for reporting deadlines and data accuracy

• Commitment to continuous improvement in data governance and regulatory reporting processes

• Ability to operate effectively in a fast-evolving regulatory environment, including adapting to changes in OBEF KPI frameworks, HEDB specifications, and API integration requirements

• Collaborative working style with ability to engage effectively across academic, professional services, IT, and regulatory functions

Key Regulatory Context

Framework

Relevance to This Role

OBEF (MoHESR)

24 KPIs across 6 pillars. Institutional and programmatic scoring. Rolling 3- and 5-year calculations. Transitioning to master API submission.

HEDB / CHEDS

MoHESR's Higher Education Database. Multi-cycle student data submissions covering enrolment, outcomes, and graduation. Feeds directly into OBEF KPI calculations.

KHDA

Dubai regulator. API integration and institutional dashboard reporting. Requires dedicated technical and data liaison.

CAA

Commission for Academic Accreditation. Accreditation and quality reporting that draws on overlapping OBEF and HEDB data sources.

Master API

MoHESR's long-term data submission infrastructure replacing HEDB portal and CAA manual submissions. Requires institutional API readiness and integration coordination.