Academic Coordinator

To support faculty within the specified Academic departments at Sorbonne University Abu Dhabi (SUAD) by providing support to students, Visiting Professors and general administrative support for academic departments thereby ensuring the smooth running of the department and programs thereof. This position will support the undergraduate or postgraduate programs taught within the specified Academic departments.

Key Priority Key Activities

1. Manage the Academic Program timetables in coordination with the facility management company ensuring that appropriate staff are allocated to lectures and workshops.
2. Coordinate classroom schedules ensuring that suitable facilities are available for the session.
3. Prepare all teaching equipment, materials and information as requested by Academic employee to enable lectures/workshops to be conducted as required.
4. Follow up to ensure that the faculty has uploaded student materials onto the student system (Blackboard).
5. 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.
6. Assist in the organization of VP missions regarding dates of teaching missions, when applicable.
7. 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.
8. 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

1. 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.
2. Responsible for the welcome and exit of VPs through daily communication with VPs for day-to-day tasks and troubleshooting.
3. Follow-up and update of VPs and local teaching staff for grades of continuous assessment (“contrôle continu”) and examination subjects which must be treated with a high level of confidentiality.
4. Prepare mission tables and maintain updated lists of VPs and all courses taught by the academic departments and centralize all information about the courses being taught at the relevant departments for audit and quarterly financial evaluation purposes.
5. Maintain dialogue with Registrar to anticipate and prepare for the Academic Program.
6. In case of drop-out, provide guidance to students in the online clearance process on E-space.
7. Conduct student inductions to ensure they are informed on all required information in relation to the Academic Program.
8. Manage student absences and medical certificates, ensuring accurate recording in the system and follow-up with the student on any required support. Update the HOD in case of delayed absences.
9. Registration and follow-up of the student’s course choices (“inscriptions pédagogiques”), in close communication with Registrar.
10. Coordinate and exchange information with the other Academic Department, particularly Language, FLE & Sport departments.
11. Be the « port of entry » for all student inquiries; treat in autonomy all administrative issues; strictly academic issues (such as course and major changes, grade problems, etc. Issue, if any should then be escalated to the relevant HOD).
12. Acts as an ambassador to promote the program for potential candidates advising them on the programs when required.
13. Assist and organize the potential candidates’ interviews when applicable.
14. Assist and arrange thesis defence jury, internship defence jury when applicable.
15. Collaborate with the respective departments to ensure all processes related to student complaints and appeals are completed in line with the policy.
16. Examination Support and invigilation: Coordinate with the Registrar department to ensure that entry tests assessments and interviews for their relevant Academic Programs are coordinated in a timely manner. This includes but is not limited to assessment/exam timetables; marking; invigilation, compilation of the grades and arrangements for students with special needs and Jury’s/Committees.
17. Submission of all data to the HOD and to the parent universities in due time for the assessment.

QUALIFICATIONS, EXPERIENCE, & SKILLS:

1. Minimum Qualifications: 2 years Academic Support experience in the Higher Education sector
2. Job-Specific Skills:

• Knowledge of Microsoft Office
• Written and verbal communication skills
• Planning and organizing skills
• 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

Company Industry

• Education
• Training
• Teaching

Department / Functional Area

• Administration

Keywords

• Academic Coordinator