Department Coordinator AGEO ageo-110923

Job Description – Department Coordinator

Reporting to:    Head of Academic Department

Summary:

The Department coordinator at the German University of Technology is expected to perform administrative tasks to support the academic department in planning, coordination, and implementation of activities.   The position requires collaboration with staff, students and the industry and responding to work requests from departments in a timely and accurate manner.

Tasks & Responsibilities:

1. Prepare, maintain  and distribute meeting materials, business presentations and other department files and ensure quality documentation is available.
2. Ensure that the  website and that the quality management system (QWiki) portal of the department is up-to-date.
3. Assist with theses procedures.
4. Support the organisation of field trips and other department related special events like job fairs, promotion events, information sessions, student inductions, etc.
5. Assist in budget preparation, procurement and other expense management activities.
6. Perform data collection for quality assurance and other external bodies.
7. Provide first level support in advising by providing required documents, guidelines and setting appointments between advisers and students at risk.
8. Facilitate effective registry and admission processes which involves interaction with the Student Information System. (See appendix A)
9. Support the department with other administrative task as required. (See Appendix B)

Qualifications for Department Coordinator

• Omani National
• Works independently and with minimum supervision
• Trustworthy and can handle confidential documents
• Excellent communication skills in English and Arabic
• Proficient in the use of Microsoft Office.

Appendix A- Detailed Task List related to Registry and Student Admissions:

1. Follow up with students to register in the right courses and exercises/tutorials within the published period.
2. Advise students regarding the university academic regulations.
3. Assist the HOD with the development of the timetable and room bookings.
4. Review students’ progression toward degree completion and coordinate with the registry team to advise students on their scholarship status.
5. Assist RSA in developing reports/feedback about MOHERI sponsored students.

Appendix B- Other Related Task with Administrative departments

1. Assist the Department of Student Affairs in organising developmental workshops as well as peer-led study groups for weak/at risk of failing students
2. Coordinate with Finance to monitor and follow up payments.
3. Provide support in preparing scholarship applications.
4. Coordinate with fly-ins and drive-ins regarding logistic and administrative issues.