Academic Coordinator
Khalifa University
Total years of experience :19 years, 9 Months
• Draft and implement the Graduate Research Project Allocation Timeline every semester.
• Invite faculty to submit research project proposals every semester that can be allocated to students for their research at the University.
• Coordinate with Research Support Office to ensure that the research projects have sufficient funds or budget for student allocation.
• Organize and coordinate Project Allocation Committee Meeting inviting Department Chairs, Associate Deans and Dean of Graduate Studies to finalize project allocation for graduate students.
• Ensure post-grad students are allocated research projects as a part of their study at the University.
• Draft Graduation Timeline and communicate the same to all students
• Organize, manage and schedule PhD/ MSc Research proposal examinations and research progress presentations of post grad students every semester
• Manage and coordinate MSc/ PhD thesis defense for post graduate students
• Arrange travel and logistics for External Examiner’s visits to the University for PhD thesis defense
• Communicate to Registration Office on the outcome of thesis defense of graduate students by the end of each semester
• Collaborate with IT department to automate the Thesis Management process at Khalifa University
• Organize admission interviews for candidates applying for post grad programs
• Arrange travel for post grad student as part of mobilization and onboarding process
• Ensure post grad students are registered for regular academic semesters
• Guide students on the online forms they can complete in making requests like LoA, Exception to Policy etc.
• Ensure the processes followed by students and faculty are as per the academic policy guidelines of the University
• Create Purchase Requisition, Catering requests and Travel Requests as required
• Raise Payment Requests, Procurement Requests as required
• Graduate Student Offices - Allocate and manage cubicles for the graduate students
• Make Experience Letter, Academic Letters, Exam Letters etc. for students as per their request.
Hands on experience in job specific tools:
• Banner Self service: student information system
• Moodle: Learning Platform or course management system
• KU Admission Management System
• Provide direct assistance and support to the Director of INSEAD Abu Dhabi campus and other high profile faculty.
• Ensure the projects related to the Director and the Deputy Dean’s office are effectively and efficiently managed considering the available resources, timelines.
• Play key role in the interface between Singapore, France and Abu Dhabi campuses within the Faculty and Research teams as well as maintain close relations with the other departments.
• Work closely with Director, Faculty Administration & Support, to achieve objectives for the team and improve work processes, share experiences and knowledge within the team.
• Ensure an efficient and successful day to day operation whilst maintaining an excellent level of service to the Faculty and Research staff adhering to the goals and objectives.
• Responsible for issuance of short term visiting faculty contracts, handling of all queries from professors regarding contractual terms and faculty policies, responsible for processing of fees for visiting faculty/service provider.
• Coordinate with Faculty Evaluation Committee for tenure review of the faculty members.
• Organize internal meetings with faculty and staff and external meetings with clients and service providers by using video conferencing technology.
• Organize, administer and document workflow procedures with regards to the visits of visiting scholars to the campus.
• Manage all faculty related expenses; control, track and verify all expenses and invoices from vendors respecting the organizations expense reimbursement guidelines.
• Responsible for all aspects of faculty recruitment and relocation.
• Orientation and integration of new team member into the department. Train/ coach the team member to ensure they are equipped to work with faculty.
• Ensure smooth logistical and administrative coordination when faculty members are teaching MBA/ GEMBA/ EDP programs.
• Create course websites, manage and maintain communication of the faculty with all the students using this website by posting information like pre-readings articles etc. and also assist professor in grading the exams.
• Negotiate with external vendors like travel agents, catering companies and such other service providers in order to deliver a high quality services within the budget.
• Analyze and implement panel discussions, research seminars, conferences, workshops and special events.
• Provide planning services for the events, including developing schedules for seminars, logistics, audio-visual, transportation needs, creation of invitations, presentation copy, printing and mailing services.
• Interact with all speakers providing workshop and presentations. Follow-up on speaker content, scheduling, materials, audio-visual needs.
• Ensure effective communication and collaboration to integrate the team with faculty areas and other departments.
• Manage calendars, arrange meetings, attend and take minutes for the meetings, organize travel, process reimbursements for faculty.
Hands on experience in job specific tools:
• Sharepoint - create/ maintain course website
• Ulysses - process reimbursement of expenses
• AKDMIA - database for faculty information and research materials
• PeopleSoft - academic database for maintaining student records
• Qualtrics - creation of surveys and reports for research and teaching
• Yammer - enterprise social network for INSEAD
• Basware P2P system - online system to process LPOs and invoices
• INSEAD Library resources
Value added contributions
• Played a crucial role in development, testing and implementation of in-house INSEAD platform for running role-plays and negotiation cases for students. Provided scope for the second phase of the project.
• Developed operational procedures and documented them as process maps for unique courses in coordination with the faculty.
• Developed several pre-assessment surveys in Qualtrics which were used for EMBA courses.
• Develop a training calendar in line with company objectives.
• Design and develop training and development programmes based on the organisation's and the individual's needs.
• Design and develop customized training programs for various areas including customer service, selling and mentoring needs including needs analysis, content development & effectiveness management.
• Assess the return on investment of any training or development programme.
• Be instrumental in new staff induction process.
• Amend and revise programmes as necessary.
• Evaluate training and development programmes.
• Report to the General Manager - tasked with managing the regional training requirements.
• Develop, coordinate and streamline corporate training programs, public courses and In-house courses in areas like engineering, management, soft skill, human resource etc.
• Responsible for identifying, planning and executing needs for training, while locating and recommending available resources to attain organizations objectives and enhance employee development.
• Developed training need analysis documents, forms and questionnaire.
• Design instructional workbook materials used in training including handouts, worksheets, review games, course objectives, and course agendas.
• Prepared short and long-term training schedules and monitored progress of participants to ensure that the learning objectives were being met.
• Managed multiple projects while working closely with different agencies to execute training programs.
• Communicate with clients to ensure satisfaction with program and provide education to resolve potential conflicts.
• Conducted employee evaluations for strength and weakness and performed cross-training exercises for competency and efficiency.
Value added contributions
• Built instructor database, drafted and maintained agreements and contracts with instructors in UAE and abroad.
• Developed documents and forms for evaluating and assessing the feedback of the participants after attending courses.
• Developed policies and procedures to set up and run an entire training department.
• Recruited and developed a team of training coordinators to market public training programs.
• Introduced the concept of “single day training program” during weekend, which became very a popular among the participants. This idea had contributed significantly to the profit of the training department.
Training Supervisor
• Supervise and guide the members in the team.
• Communicate with the decision makers in various companies and informing about the courses conducted in the company.
• Formulate procedures that need to be followed in the team to be more organized and efficient.
• Report to the management about the performance of each coordinator.
• Conduct meetings within the team to motivate the members to perform better.
• Play a vital role between the team members and the management.
• Inform about any new procedural changes made by the management.
• Inform the management about the information received from the course coordinator about the requirement of some special courses, the training plan etc.
Senior Training Coordinator
• Marketing courses for oil & gas, petrochemical and power companies.
• Manage the team and play the role of the supervisor in his/her absence.
• Inform about the practical problems faced during marketing of the course.
• Give suggestions on basis of the feedback received from marketing the course.
Course coordinator
• Marketing training courses for oil & gas, power & petrochemical industries.
• Communicate and make good relationships with the employees in various departments in various companies while informing them about the courses.
• Collecting data concerning to the course and deciding the target customers for the course.
• Communicating with the instructor to understand the requirements like apparatus, equipments required for the course.
• Making the hotel & visa bookings for the instructor and participants.
Training Business Skills
• Have clear understanding of training needs for various business sectors.
• Ability to collaborate and build partnership with human resource development and training departments of various organization.
• Design training programs to bring visible improvements to the organization.
• Ability to effectively schedule and execute training both locally and internationally within allocated budget.
• Provide Consultancy service for developing policies and procedures for training department of an organization.
• Have good knowledge of the organizations which provide trainers for training courses.
Bachelor Of Engineering (Computer science) from University Of Pune with First Class.