System coordinator

About the Role

Batterjee Medical College in Jeddah, Makkah al Mukarramah, is seeking a System Coordinator to support admissions, registration, and student records operations. This is a full-time position requiring 0-1 years of experience. The role involves processing online applications, managing Student Information System (SIS) activities, coordinating study visa applications, maintaining accurate applicant and student records, and ensuring compliant data flow across various admission pathways.

Key Responsibilities

• Review and process applications for high school, transfer, bridging, double major, and international curriculum applicants, evaluating eligibility according to approved admission criteria.
• Upload screening results and coordinate required English assessments or interviews, following up on missing application requirements until completion.
• Prepare provisional acceptance letters for study visa applicants, track application progress, and provide guidance.
• Review and process study visa applications through relevant government platforms, ensuring accurate information transfer to the SIS and compliance with institutional and regulatory requirements.
• Maintain and update applicant and student information within the SIS, including student statuses (Hold, Withdrawn, Graduate, No Show), personal data amendments, and reactivations.
• Coordinate self-enrollment activities for new students and support student ID activation.
• Monitor diploma completion and graduation updates, generating statistical reports and responding to authorized data requests.
• Conduct routine audits of application data and supporting documentation, verifying eligibility for approved academic discounts and scholarships.
• Ensure accurate updates to student levels and majors based on academic progress, maintaining and updating admission criteria within the system.
• Maintain accurate graduate records and supporting clearance documentation, initiating certificate issuance requests through Odoo.

Student and 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.

Qualifications and Experience

• 0-1 years of experience in a related field.
• Demonstrated organizational skills and attention to detail.
• Ability to manage data flow and ensure compliance with institutional and regulatory requirements.

Work Environment

This is a full-time position based at Batterjee Medical College in Jeddah, Makkah al Mukarramah. The role involves collaboration with various internal departments and external stakeholders.