Academic Program Coordinator

Job Title: Academic / Program Coordinator (MBA/PGDM)

Organization: Pune Institute of Business Management

Location: Pune

Employment Type: Full-Time

Role Overview:

The Academic / Program Coordinator will be responsible for end-to-end coordination and smooth execution of MBA/PGDM programs. The role involves managing academic schedules, student lifecycle support, faculty coordination, data reporting, and ensuring high standards of academic delivery and compliance.

Key Responsibilities / KRAs:

1. Academic Planning & Timetable Management

• Design and manage academic calendars for MBA/PGDM programs
• Prepare class timetables, faculty schedules, and examination plans
• Ensure efficient classroom and faculty utilization
• Handle real-time schedule changes and contingency planning

2. Student Coordination & Lifecycle Management

• Act as the single point of contact for students on academic matters
• Monitor attendance, discipline, and academic engagement
• Coordinate induction programs, workshops, guest lectures, and events
• Maintain regular communication with students for updates and notices

3. Student Counselling & Academic Support

• Provide one-on-one academic counselling to students
• Identify academically weak or at-risk students and implement improvement plans
• Guide students on academic progression and career alignment
• Maintain counselling records and track student development

4. Faculty Coordination & Management

• Coordinate with full-time and visiting faculty for session planning
• Ensure timely sharing of course outlines, lesson plans, and materials
• Track faculty sessions, attendance, and completion of syllabus
• Support faculty in administrative and academic requirements

5. Data Management & Advanced Excel Reporting

• Maintain and manage academic databases and student records
• Prepare MIS reports, dashboards, and analytics using Advanced Excel
• Track KPIs such as attendance, results, feedback, and academic performance
• Use tools like Pivot Tables, XLOOKUP/VLOOKUP, conditional formatting, and dashboards

6. Examination & Evaluation Management

• Plan and execute internal and external examinations
• Coordinate question paper setting, evaluation, and result processing
• Ensure adherence to academic policies and timelines
• Maintain confidentiality and accuracy in exam processes

7. Academic Compliance & Documentation

• Maintain records for audits, inspections, and accreditations
• Ensure compliance with regulatory bodies (AICTE, University norms)
• Support NAAC/NBA accreditation documentation and processes

8. Academic Operations & Process Improvement

• Develop and streamline SOPs for academic coordination
• Identify operational gaps and implement process improvements
• Ensure smooth day-to-day functioning of academic activities

9. Cross-Functional Coordination

• Collaborate with Admissions, Placement, and Administration teams
• Support internship and placement activities from an academic perspective
• Facilitate communication between management, faculty, and students

Key Skills & Competencies:

• Advanced proficiency in Microsoft Excel (Pivot Tables, Dashboards, Formulas)
• Strong planning and organizational skills
• Excellent communication and interpersonal abilities
• Problem-solving and multitasking capability
• High attention to detail and data accuracy
• Ability to work in a fast-paced academic environment

Educational Qualification:

• MBA / PGDM (preferred) or any relevant postgraduate degree

Experience:

• 2–5 years of experience in Academic Coordination / Program Management
• Experience in MBA/PGDM institutes preferred

Preferred Attributes:

• Experience with Academic ERP/LMS systems
• Exposure to accreditation processes (NAAC/NBA)
• Strong analytical and reporting skills