JOB DESCRIPTION

1. JOB DETAILS:

Position Title: Academic Coordinator
Reports to: Head of Department
Department Academic
Location: Abu Dhabi, UAE
Grade: 6
Prepared / Revised on: January, 2024

2. JOB PURPOSE / ROLE:

▪ Manage the Academic Program timetables in coordination with the facility management company ensuring that appropriate staff are allocated to lectures and workshops.
▪ Coordinate classroom schedules ensuring that suitable facilities are available for the session.
▪ Prepare all teaching equipment, materials and information as requested by Academic employee to enable lectures/workshops to be conducted as required,
▪ Follow up to ensure that the faculty has uploaded student materials onto the student system (Blackboard).
▪ Coordinate additional educational activities as requested by Academic employee, such as external trips, guest speakers etc., ensuring arrangements are timely and meet the needs thereof.
▪ Visiting Professors

▪ Assist in the organization of VP missions regarding dates of teaching missions, when applicable.
▪ Coordinate and organize activities related to academic missions to secure a smooth running including the coordination of travel itineraries arrangement (accommodation, transport, visa where applicable). Guide the VP prior to their arrival and during their stay by sharing and collecting the list of needed documentation /data in order to keep an updated academic database.
▪ Managing the Visiting Professors’ timetable; providing required teaching materials and student profiles and liaising with relevant departments to ensure access to required services (e.g. Finance, IT, General Services etc.)

JOB DESCRIPTION

2

▪ Prepare and verify the mission tables, hours, classes and time sheets submitted by the Part-time teachers and relay the same to the Human Resources department for processing within the payroll.
▪ Responsible for the welcome and exit of VPs through daily communication with VPs for day-to-day tasks and troubleshooting.
▪ Assist and organize the potential candidates’ interviews when applicable.
▪ Assist and arrange thesis defence jury, internship defence jury when applicable.
▪ Collaborate with the respective departments to ensure all processes related to student complaints and appeals are completed in line with the policy.

JOB DESCRIPTION

specialists to make sure all information in Banner are updated to be able to edit and manage student files.

▪ Create and follow up on the Purchase Requests (PRs) for the academic departments.
▪ The organization of academic events and teaching activities related to the Academic Department.
▪ Provide logistical support for room bookings, bus bookings, drafting of temporary occupancy agreements for organisations wanting to use the sports facilities, purchases for the cultural and teaching activities of their department.
▪ Work with Professors and HOD to gather and centralise the necessary information to maintain an up-to-date Course Catalogue (in printed and e-format) and ensure it is always available before the semester starts.
▪ Support with feedback collection during end of course (at the end of each academic semester) by reminding student and faculty to complete their feedback and evaluations. Follow up to cross check that the reports are generated; that the Course Profile (a CAA requirement) is updated and completed, and that all relevant documentation is uploaded to the Blackboard in a timely manner.
▪ Support the HoD with providing relevant data when preparing the necessary papers and presentations for the Academic Management Committee and Academic Council if applicable, and other committees.
▪ Diary Management

▪ Liaise with relevant departments to ensure effective time management between schedules.
▪ To organize the Advisory Board meetings 2 x year. The AC will liaise with the Board members to arrange the date and time of meetings, circulate the agenda to the board members and work with the HoD to prepare the presentations and papers that will be discussed. In addition, the AC will take the minutes of meeting at the Advisory Board meeting.

▪ Faculty Meeting Support

▪ Support with the organization of departmental review meetings.
▪ Quality Assurance & Accreditation

▪ Support the HOD in preparing, collecting the data and consolidating the needed institutional documents to coordinate the programme Accreditation process and substantive change application process.

JOB DESCRIPTION

▪ Policies and Procedures ▪ Follow department policies, processes, standard operating procedures and instructions so that work is carried out in a controlled and consistent manner.
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▪ Related Assignments

▪ Perform additional tasks or assignments as directed by the Line Manager, within the scope of the responsibilities outlined in the preceding Job Description.

5. QUALIFICATIONS, EXPERIENCE, & SKILLS:

Minimum Qualifications:

▪ Bachelor’s degree
Minimum Experience:
▪ 2 years Academic Support experience in the Higher Education sector
Job-Specific Skills:
▪ Knowledge of Microsoft Office
▪ Written and verbal communication skills
▪ Planning and organizing skills
▪ Interpersonal skills
▪ Flexibility
▪ Ability to work under tight timeframes without supervision
▪ Knowledge of Blackboard, Banner or Oracle is preferred
▪ Languages: French and English are mandatory. Arabic is preferred