Student Coordinator

Company Overview

Mind Base Education is dedicated to expanding access to strong learning support and high-quality educational resources for students in all circumstances. The organisation values teamwork and customised learning approaches that help learners grow academically, personally, and professionally.

Role Summary

The Student Coordinator oversees the day-to-day running of one assigned location, which may be a central venue or a partner school in Abu Dhabi, Al Ain, or Al Dhafra. The role keeps student cohorts on track, manages registration and attendance, supports mentors, ensures classrooms and devices are prepared, and resolves operational, safeguarding, or technical issues as they arise. Acting as the main contact for mentors, students, and site staff, the coordinator reports to the Program Coordinator. The purpose of the position is to provide students in Grades 1 to 9 with a safe and organised environment for summer study in Arabic and Mathematics.

Key Responsibilities

• Prepare the site every morning so that classrooms are ready before the first session within the 8:00 AM to 4:00 PM operating hours.
• Keep 40-minute learning sessions running on schedule from Monday to Thursday.
• Manage student movement across the site, including session transitions and any recreational or incentive activities.
• Serve as the day-to-day contact for partner staff, mentors, students, and the project team.
• Support the validation, tracking, and consolidation of student registration information for site cohorts.
• Collect and review consent forms using the approved format, including mixed-gender participation, age group placement, transport arrangements, and incentive activities.
• Maintain accurate and up-to-date student records throughout the programme in line with confidentiality and data protection requirements.
• Capture and submit attendance each day by cohort, subject, session, and date.
• Record no-shows, late arrivals, early exits, and completion status.
• Where applicable, coordinate with the partner site’s attendance process such as venue registration or QR check-in.
• Escalate attendance issues early, including repeated absences or low engagement, to the Program Coordinator and the client.
• Coordinate the daily allocation, presence, and deployment of mentors across site cohorts.
• Brief mentors on the daily timetable, student groupings, attendance steps, safeguarding expectations, and escalation routes.
• Identify staffing gaps quickly and arrange standby or replacement mentors so the required student-to-mentor ratio is maintained.
• Ensure student laptops or tablets and headsets are charged, functional, and able to access the online learning platform and educational videos.
• Resolve simple device or connectivity problems immediately and escalate more complex issues.
• Track device allocation, custody, and safe handling at the site.
• Follow all student safeguarding and safety procedures at the site.
• Document and escalate any incident, risk, or behavioural concern immediately through the approved process.
• Ensure all site activity complies with client policies, partner-site rules, and child safeguarding standards.
• Submit the daily operations report covering attendance, mentor deployment, device use, and incidents by the required deadline.
• Contribute to weekly and final reporting on attendance, engagement, completion, and site performance.
• Support cohort close-out activities, including completion records and certificates after client approval.

Qualifications and Experience

A bachelor’s degree, or equivalent practical experience, in education, administration, project coordination, or a related field is preferred. Prior exposure to events, programmes, schools, or onsite operations is desirable, especially in environments involving students or young people. Experience handling registration, attendance, or data tracking is an advantage. Comfort using digital learning platforms and devices, along with basic troubleshooting ability, is important. Familiarity with child safeguarding and data protection practices is also valued.

Eligibility and Pre-Employment Conditions

Because this position involves direct interaction with children in Grades 1 to 9, the following requirements must be met before appointment:

• A valid police clearance or Good Conduct Certificate proving suitability to work with children must be available and verified before the first day on site.
• Child safeguarding and child protection training must be completed before starting, together with acknowledgement of the programme’s safeguarding and reporting procedures.
• A signed confidentiality and data protection undertaking covering all student and programme information is required.
• The candidate’s name must be included on the client-approved staff list before the role can begin.
• The individual must be confirmed as qualified, trained, and suitable to work with students in line with programme staffing standards.
• The Service Provider may remove or replace any coordinator who is absent, unsuitable, breaches safeguarding or confidentiality requirements, or is unable to perform the role.

Skills and Competencies

• Strong organisation and time management
• Clear verbal and written communication
• Calm problem-solving under pressure
• Accurate record keeping and reporting
• Microsoft Office and spreadsheet proficiency
• Data entry and attendance tracking
• Basic device and platform troubleshooting
• Arabic and English communication skills
• Discretion when handling confidential information

Working Conditions

This is an onsite role during site operating hours from 8:00 AM to 4:00 PM. It is a fixed-term assignment covering July and August 2026. Partner school sites operate on shorter cycles, while the central venue may run for up to six weeks. The environment is busy and student-facing, so the coordinator must adapt to changing student numbers, cohort arrangements, and site needs. Appointment remains subject to client approval and compliance with all programme staffing standards and policies.