Academic Coordinator - AIAPGET Programs

About the Role

The Academic Coordinator will oversee the daily academic operations for AIAPGET course batches. Responsibilities include ensuring timely distribution of lectures, notes, and tests, maintaining engagement with students through routine calls, and resolving all queries promptly. The coordinator acts as the intermediary between faculty, students, parents, and the technology team.

Key Responsibilities

• Upload educational content such as lectures, notes, PDFs, and tests to multiple platforms including app/LMS, Google Classroom, and Google Drive on a fixed schedule.
• Manage Zoom-based live classes by setting up links, handling recordings, tracking attendance, and operating waiting rooms.
• Create and administer batch WhatsApp groups, broadcasts, and announcements.
• Maintain detailed trackers using Excel or Google Sheets for attendance, assessments, fee payments, and outstanding queries.
• Coordinate onboarding for new and ongoing batches including app login assistance, timetable briefing, orientation calls, and distribution of study materials.
• Liaise with faculty to schedule lectures, release tests, and publish answer keys.
• Conduct regular calls to students for onboarding, follow-ups on attendance and performance, reminders for tests and deadlines, and provide updates to parents.
• Record outcomes of all calls daily and support student renewals and batch progression through academic advice rather than sales tactics.
• Resolve student queries - academic, operational, or technical - ensuring no issues remain unresolved.
• Forward subject-specific doubts to relevant faculty and follow up to ensure responses reach students.
• Address app-related challenges such as login, content access, test availability, payments, and subscription issues; escalate technical bugs and update students until resolved.
• Advise students on AIAPGET exam strategies including study planning and revisions.
• Identify students facing difficulties or demotivation early and arrange personalized support.
• Provide weekly feedback and report recurrent issues to the academic head.

Minimum Qualifications and Experience

• Graduate degree in any field; credentials in BAMS or other Ayurveda/life sciences are advantageous.
• 1 to 3 years of experience in academic operations within coaching institutes or educational technology sectors.
• Proven experience in student counseling, telephonic follow-ups, query resolution, and parent communication.
• Fluency in spoken Hindi and English.
• Proficiency with WhatsApp, Excel/Google Sheets, Google Drive/Classroom, email, and Zoom.
• Basic understanding of LMS or app backend management, or willingness to learn within the first week.

Preferred Attributes

• Work experience with reputed educational bodies like Aakash, Allen, Drishti IAS, Resonance, Physics Wallah, Unacademy, or similar organizations.
• Demonstrated ability to deliver educational materials on time across multiple cohorts.
• Experience managing batch onboarding sessions weekly or for new groups.
• Competence in handling app or platform support queries.
• Familiarity with competitive exam preparation ecosystems such as AIAPGET, NEET-PG, or UPSC.
• Basic skills in Canva for creating notices and timetables.

Unsuitable Candidates

• Individuals focused solely on sales or admission counseling without academic insight.
• Subject teachers unwilling to undertake student follow-ups or telephonic communication.
• Fresh graduates unless possessing exceptional communication and prior exposure to institute workflows.

Success Metrics Within 90 Days

• Ensure 100% on-schedule delivery of lectures, notes, and tests.
• Complete onboarding for every new student within 48 hours.
• Resolve or escalate all queries within 24 hours, maintaining zero backlog.
• Maintain accurate daily logs of calls and query resolutions.
• Achieve noticeable improvements in student attendance and test engagement.