System Coordinator

Batterjee Medical College; Makkah Region; On-site; SAR 134,000 - 201,000; Full time

Job summary

Batterjee Medical College is seeking a detail-oriented System Coordinator to support admissions registration and student records operations. The role handles online applications, SIS activities, and visa coordination to ensure smooth enrollment.

Responsibilities include processing applications across programs, maintaining accurate records, auditing data, and supporting stakeholders within and outside the institution. Proficiency in Arabic and English is required.

Qualifications

• Bachelor’s degree in a related field.
• 1–3 years of experience in admissions, registration, student records, or academic systems.
• Experience with Student Information Systems (SIS) is preferred.

Responsibilities

• Online Admissions Processing: review and process applications; verify eligibility; upload screening results; coordinate English assessments or interviews.
• Study Visa Coordination: prepare provisional acceptance letters; track visa progress; ensure data transfer between government platforms and SIS.
• SIS Operations: maintain applicant/student data; update statuses; support self-enrollment; respond to data requests.
• Data Accuracy & Compliance: audit application data; verify discounts; update levels/majors; issue certificates via Odoo.
• Stakeholder Support: advise applicants and students; coordinate with Academic Programs, IT, and other departments.

Skills

Data entry

Data validation

Record management

Attention to detail

Organizational skills

Analytical thinking

Problem solving

Communication (Arabic/English)

Customer service

Time management

Education

Bachelor's degree in Business Administration / Information Systems / MIS / Computer Information Systems or related field

Tools

MS Office

Odoo

Job description

Batterjee Medical College is seeking a detail-oriented and organized System Coordinator to support admissions registration and student records operations. The role is responsible for processing online applications, managing Student Information System (SIS) activities, coordinating study visa applications, maintaining accurate applicant and student records, and ensuring smooth and compliant data flow across different admission pathways.

Key Responsibilities

• Online Admissions Processing – Review and process applications for high school, transfer, bridging, double major, and international curriculum applicants. Evaluate applicant eligibility and process applications according to approved admission criteria. Upload screening results and coordinate required English assessments or interviews. Identify missing application requirements and follow up with applicants until completion. Communicate admission and acceptance requirements for relevant programs.
• Study Visa Coordination – Prepare provisional acceptance letters for study visa applicants. Track visa application progress and provide applicants with appropriate guidance. Review and process study visa applications through relevant government platforms. Ensure accurate transfer of applicant information between government platforms and the SIS. Support international students through the transition from visa issuance to full enrollment. Ensure visa-related processes comply with institutional and regulatory requirements.
• Student Information System (SIS) Operations – Maintain and update applicant and student information within the SIS. Update student statuses including Hold, Withdrawn, Graduate, and No Show. Coordinate self-enrollment activities for new students and support student ID activation. Process personal data amendments and student reactivations. Monitor diploma completion and graduation updates. Generate statistical reports and respond to authorized data requests.
• Data Accuracy & Compliance – Conduct routine audits of application data and supporting documentation. Verify eligibility for approved academic discounts and scholarships. Ensure accurate updates to student levels and majors based on academic progress. Maintain and update admission criteria within the system. Maintain accurate graduate records and supporting clearance documentation. Initiate certificate issuance requests through Odoo Student & Stakeholder Support.
• Stakeholder Support – Provide accurate and professional support to applicants and students regarding admission, registration, system and visa-related processes. Coordinate with Academic Programs, Student Affairs, IT, Quality, Institutional Research, and other relevant departments. Communicate professionally with students, parents, scholarship bodies, government agencies, embassies and relevant service providers.

Bacheloru2019s degree in Business Administration, Information Systems, Management Information Systems, Computer Information Systems, or a related field.

Experience: 1u20133 years of relevant experience in admissions, registration, student records, or academic systems. Experience working with Student Information Systems (SIS) is preferred. Previous experience within a higher education environment is an advantage.

• Strong understanding of SIS platforms and administrative workflows.
• Proficiency in Microsoft Office and systems such as Odoo.
• Strong data-entry, data-validation, and record-management skills.
• Excellent attention to detail and commitment to data accuracy and integrity.
• Strong organizational and prioritization skills.
• Good analytical and problem-solving abilities.
• Ability to manage multiple applications and requests efficiently.
• Strong customer-service orientation.
• Ability to handle confidential student information appropriately.
• Effective written and verbal communication skills in Arabic and English.