Program Coordinator at the Office of the Provost

Job Title: Program Coordinator
Department: Office of the Provost
Division: The Mastercard Foundation Scholars Program
Grade: 12

Basic Functions: The Program Coordinator serves as the main contact for Scholars, monitoring academic progress, graduation plans, and applications while ensuring timely support and interventions. The role includes supporting Scholars throughout their journey at AUB, assisting in onboarding and orientation activities, maintaining records, and fostering community engagement, all with professionalism and confidentiality in line with AUB policies.

1. Duties Performed:

• Follows up on Scholars' academic performance (including online Scholars) by scheduling and conducting one-on-one meetings to monitor academic progress and behavior, maintaining and regularly updating individual academic record sheets with performance and meeting notes, and requesting and archiving academic transcripts at the end of each term, compiling grades, and meeting weekly with the Program Manager to review overall academic progress.
• Identifies appropriate resources to assist Scholars based on assessed needs, ensuring timely and effective intervention for continued retention and positive academic progress. Informs scholars about university processes, rules, and regulations, referring them to the relevant catalogue sections. Connects scholars with appropriate offices, instructors, student service officers, or counselors as needed, and links them to peer mentors when relevant to ensure timely support and sustained academic progress.
• Follows up on Scholars' graduation plans by developing individualized graduation plans for each Scholar upon enrollment and revising them every semester, as well as monitoring course loads and registration deadlines to ensure timely progress toward graduation.
• Follows up on Scholars' applications to Summer Schools and conferences abroad by guiding and assisting Scholars in completing applications and preparing required documents, maintaining regular email contact while they are abroad, requesting post-return reports, and documenting all processes in a tracking sheet.
• Follows up on graduate assistantships by contacting faculties before each term to share the list of eligible graduate assistants and ensuring all Scholars receive assignments. Distributes GA evaluation surveys to Scholars and supervisors at term-end, then compiles and shares results with the Program Manager.
• Participates in the planning and implementation of the New Scholars Orientation by helping in the preparation of the pre-arrival booklet, organizing and participating in virtual meetings prior to Scholars' arrival, preparing orientation folders, and attending all orientation activities while leading on relevant administrative tasks.
• Supports International Scholars with residency permits and travel logistics.
• Prepares recommendation letters promptly.
• Conducts research on relevant and emerging topics, and develops presentation materials as needed. 
• Maintains program activity records for reporting, and actively participates in initiatives that foster Scholars' community engagement, success, and supports recruitment and admissions efforts.
• Maintains professional, clear, and timely written and verbal communication with internal and external stakeholders
• Performs other related duties as requested.

Work Contacts:

Regular contact with the Mastercard Foundation Scholars Program team, Program Scholars, student service personnel in faculties, faculty members and academic advisors, the Office of Student Affairs (OSA), the Office of International Programs (OIP), and other departments.

Independence of Operation:

Reports to the Program Manager and coordinates closely with all program staff.

Works according to established procedures, clearly set precedents, and professional administrative standards.

Works independently with attention to detail and keeps the Program Manager and Associate Director informed of progress, copying them on all correspondence with AUB Offices.

Supervisory Responsibility:

None.

Physical Effort:

Minimal.

Work Conditions:

Clean and pleasant.

Minimum Requirements:

• Bachelor's Degree in a relevant field, a Master's degree is preferable
• 3–5 years of relevant experience, preferably in education or youth-focused nonprofit organizations.
• Excellent Arabic and English communication (written and oral) and presentation skills
• Strong MS office skills (Word, Excel, PowerPoint)
• Ability to manage multiple priorities and complete tasks/projects in accordance with established deadlines.
• Efficient organizational skills and ability to work under pressure at times.
• Excellent interpersonal, communication, and intercultural skills.
• Demonstrated commitment to maintaining confidentiality with accuracy and professionalism.