Position Title: Academic Coordinator
Reports to: Vice Dean / Provost
Department: School of Medicine (Administration)
Contract Type: Full-time

Position Summary

The Academic Coordinator provides administrative and academic support to ensure the smooth delivery of the MD program (Premedical, Basic Sciences, and Clinical Rotations). This role bridges faculty, students, and administrative staff, ensuring management, planning, technically implementing and monitoring timetables, examinations, academic records, and faculty assignments accurately, and in compliance with university policies and accreditation standards.

Key Responsibilities

• Academic Administration
  • Develop and circulate academic timetables, room allocations, and exam schedules.
  • Coordinate faculty teaching assignments in consultation with the Vice Dean and Program Directors.
  • Ensuring all relevant teaching materials are provided in timely manner.
  • Support the accreditation team with documentation related to curriculum delivery and faculty workload.
• Student Support
  • Maintain accurate student academic records, including attendance, grades, and progression status.
  • Serve as the first point of contact for academic and managemental enquiries from students.
  • Assist in scheduling academic advising and mentoring sessions.
• Faculty Support
  • Assist faculty with teaching logistics (classroom resources, exam invigilation, recording attendance).
  • Collect and summarize student evaluations of courses and faculty.
  • Coordinate faculty onboarding and orientation to academic policies.
• Examinations & Assessments
  • Technically organize midterms, finals, and NBME-style exams.
  • Ensure exam security, proctoring arrangements, and compliance with academic integrity standards.
  • Compile and distribute examination results to students and faculty, ensuring confidentiality.
• Quality Assurance & Reporting
  • Maintain documentation required for internal QA reviews and accreditation bodies.
  • Prepare regular reports on academic performance, faculty workload, and curriculum delivery.
  • Ensure compliance with university academic regulations and anti-discrimination policies.

Required Qualifications

• Bachelor’s degree in Education, Administration, or a related field (Master’s preferred).
• Experience in academic administration or coordination within a higher education setting.
• Strong organizational and multitasking skills with attention to detail.
• Excellent written and verbal communication skills in English.
• Familiarity with academic regulations, timetabling software, and student information systems.
• Ability to maintain confidentiality and handle sensitive information.

Personal Competencies

• High level of professionalism and integrity.
• Strong interpersonal and cross-cultural communication skills.
• Problem-solving and adaptability in a dynamic academic environment.
• Ability to work independently and as part of a team.
• Commitment to student success and academic quality.

Contract Terms

• Working hours: 40 hours/week, Monday–Friday
• Contract duration: 1-year renewable.
• Probation period: 3 months