Assistant to Program Director

• Prepare and update academic progression plans for all students each semester, in consultation with the Program Director, based on confirmed course offerings and student numbers (by August 1 for Fall and January 1 for Spring).
• Coordinate student advising, manage course add/drop requests, withdrawals, petitions, and schedule conflicts.
• Assist the Program Director in preparing and reviewing course schedules for the academic year.
• Coordinate with other program coordinators to ensure cross-listed and shared course requirements are met.
• Liaise with the IT department to create and update MOODLE courses and notify both faculty and students of enrollment before lectures begin.
• Collaborate with the Marketing team to update program brochures, website content, and landing pages.
• Process transfer-of-credit requests by sharing them with the Program Director for evaluation.
• Review student GPA records to ensure semester credit requirements are met.
• Communicate early and final evaluation results to the Program Director and Dean.
• Ensure timely and accurate submission of final grades to the Registrar following Program Director approval.
• Confirm receipt of final grades from part-time instructors and coordinate compensation processing.
• Audit student graduation records to verify all requirements are met.
• Share corporate scholarship agreements with the Finance Department before the start of each semester.
• Attend monthly school council meetings and document relevant program decisions.
• Prepare hiring requests for part-time faculty and route them through the required approval channels to HR.
• Organize academic events in coordination with Finance, Marketing, and Procurement.
• Assist in preparing documentation for external bodies (e.g., SCEU, NAQAAE) and upload finalized materials to CMS and ERP systems.

Faculty Coordination

• Ensure instructors receive timely communication regarding student enrollment, course logistics, and administrative deadlines.
• Verify and cross-check the accuracy of grades submitted by instructors.
• Facilitate timely and accurate payment of faculty stipends and honoraria by coordinating with HR and Finance.

Student Services

• Serve as the primary point of contact for current and prospective students through professional email communication and scheduled advising.
• Facilitate the student admission process including application collection, communication of decisions, and record updates.
• Manage registration logistics: student NU email creation, record updating, class list generation, and handling of forms (e.g., withdrawal, incomplete, deferment).
• Issue official student documents such as graduation certificates, enrollment confirmations, and transcripts.
• Provide academic advising support in coordination with faculty, ensuring students are informed about program regulations, curriculum changes, and progression milestones.

Administrative and Communication Tasks

• Draft, manage, and archive official email communications with internal departments (HR, Finance, IT, Marketing), students, and faculty.
• Maintain detailed and organized records using Microsoft Excel for registration, course tracking, and financial data.
• Create formal documentation such as student transcripts, certificates, and announcements using Microsoft Word.
• Handle confidential data with discretion and ensure timely responses to queries and requests.
• Support other administrative functions as assigned by the Program Director or Dean.