Academic Coordinator

(Learning / Training Delivery Administration & Coordination)

Department: Academics

Reporting to: Head of Academics

Location: Remote

Employment Type: Full-Time

About the Role:

Training Portal is seeking a highly organised, proactive, and detail-oriented Academic Coordinator to support the effective coordination and administration of learning delivery across multiple campuses, projects & clients.

This role is central to ensuring smooth learner administration processes, accurate record keeping, attendance & performance monitoring, reporting, client support, and operational coordination within the Academic Department. The successful candidate will work closely with Campus Coordinators,Academic Operations, the Compliance teams, the Production team, the Project Implementationteam and external stakeholders & clients to maintain high academic and administrative standardswhile ensuring excellent service delivery and communication across departments, as well as externally.

In addition to academic administrative responsibilities, the role serves as a key liaison between clients, learners, campuses, and internal departments. The incumbent will assist with client communication, learner progress coordination, reporting support, learning system administration, document-sharing processes, and stakeholder support to ensure seamless academic operations and service delivery.

Key Responsibilities

• Learner Administration Management
• Maintain accurate learner records and databases across campuses.
• Coordinate & conduct learner onboarding and ensure all required documentation is completed and filed correctly.
• Ensure learner files remain compliant, complete, and audit-ready.
• Maintain data integrity and accuracy across systems and reporting tools.
• Support learner allocation, replacement learner administration, and learner tracking processes.

Attendance, Learner Monitoring & Progress Tracking

• Manage and consolidate daily, weekly, and monthly attendance registers.
• Monitor absenteeism trends and identify learner risks or delivery gaps.
• Administer learner performance tracking and red-flag submissions from campuses.
• Support follow-up processes related to learner support, remediation, and attendance concerns.
• Assist with learner progress updates and coordination between campuses, tutors, assessors, and stakeholders.
• Assist with administrative processes linked to learner conduct and disciplinary documentation.

Learning Delivery & Operational Support

• Support the Academic Operations Head with monitoring learning delivery implementation across campuses.
• Assist with scheduling, timetables, tutor allocations, inductions, and learning delivery coordination.
• Ensure campuses submit required delivery documentation accurately and on time.
• Monitor adherence to academic operational processes and standards.
• Assist with LMS enrolments, learner access support, and learning system administration processes.

Client Liaison & Stakeholder Support

• Serve as an administrative liaison between Training Portal, clients, campuses, learners, and external stakeholders.
• Respond professionally to client and stakeholder queries related to learner administration, reporting, and learning delivery.
• Coordinate and distribute learner progress reports and academic documentation to clients.
• Support communication regarding learner inductions, learner updates, reporting cycles, and academic processes.
• Build and maintain positive working relationships with clients, learners, and stakeholders.
•  
• Assist with communication and change-management initiatives relating to operational process updates.

Inter-Departmental Coordination

• Coordinate communication and workflow between Academic Operations, Compliance, Production & Development, Campus teams, Project Implementation Teams and support departments.
• Support collaboration across departments to ensure smooth operational delivery and resolution of learner or client-related matters.
• Assist in coordinating reporting requirements, learner allocations, Moodle processes, document-sharing workflows, and academic support activities across departments.
• Facilitate operational follow-ups between Campus Coordinators, tutors, assessors, and administrative teams.
• Ensure alignment of academic administrative processes across campuses and support functions.

Systems, Reporting & Administrative Coordination

• Prepare weekly and monthly learning delivery and learner performance reports.
• Maintain tracking systems for attendance, learner performance indicators, client requests, and campus activities.
• Support document-sharing processes and maintain organised electronic filing systems.
• Assist with monitoring and coordinating workflow systems such as SharePoint, Asana, Monday.com, Moodle, and learner tracking platforms.
• Provide regular operational and administrative updates to Academic Operations management.

Campus & Compliance Support

• Provide administrative support to Campus Coordinators and academic teams.
• Facilitate communication between campuses and Academic Operations.
• Support preparation for audits, internal reviews, compliance checks, and site visits.
• Assist with ensuring documentation and reporting requirements meet compliance and quality assurance standards.