System coordinator

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• Update student statuses, including Hold, Withdrawn, Graduate, and No Show.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

• 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.
  

Requirements

• Bachelor’s degree in Business Administration, Information Systems, Management Information Systems, Computer Information Systems, or a related field.
  

Experience

• 1–3 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.
  

Skills & Competencies

• 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.