Coordinator Academic Programmes and Dean's Office


Institute for the Study of Muslim Civilisations


London, United Kingdom


The Aga Khan University (International) in the United Kingdom is currently recruiting for a full-time Coordinator for Academic Programmes and Dean's Office to provide comprehensive support to the Dean of the Institution. The University is an international institution of academic excellence operating in six countries and guided by the principles of impact, quality, relevance and access. 


Dean’s Office
  • Support all aspects of work within the Dean’s Office, acting as the secretary for the Dean and Senior Management Team. 
  • Coordinate and oversee the Dean’s appointment schedule and inbox.
  • Organise and take notes of meetings and provide general administrative and secretarial support for committees and meetings organised by the Dean.
  • Organise logistics for meetings; including paperwork, room bookings, refreshments, and other arrangements as required by the Dean.
  • Coordinate with colleagues for information required to produce reports and papers for the Dean. Assist with collating information and drafting reports.
  • Act as the point person in Dean’s Office and be contactable on phone/email outside normal working hours, as required, to answer queries from university leadership and other senior colleagues from the Aga Khan Development Network.
  • Act as a filter for all visitors, enquiries, telephone calls, emails and contacts with and to the office of the Dean. 
  • Liaise with other departments within the Institute, the university and related institutions on matters requiring the involvement of the Dean.
  • Provide administrative support to the Dean for completing faculty reviews and promotions procedures.
  • Complete finance processes and forms for the Dean’s Office expenses.
Academic Activities
  • Editing academic papers and professional reports as well as assisting with research and other academic activities.
  • Provide administrative assistance to faculty and handle logistics for academic workshops, conferences, short-courses, Summer Programme, and other academic activities. 
  • Liaise with speakers and academics in-house and external, communicate relevant details, as required, receive and organise presentations, papers and other materials.
  • Secure room bookings, place orders for refreshments, coordinate arrangements with IT, Facilities and Events teams. 
  • Help with ushering visitors for workshops, conferences and other academic activities.
  • Undertake any other work as required by the Dean and HEP to support academic activities and events.
Other Duties
  • Any other duties under the direction of the Dean and HEP.
  • Complete finance processes and forms for faculty in relation to academic activities (short courses, summer courses, workshops, conferences etc.) as well as for individual faculty research and conference expenses.


  • An undergraduate degree.
  • Prior experience in similar role preferably within Higher Education.
  • Ability to work closely with the Dean under-pressure and confidentially handling information and liaising with high-level contacts with utmost tact and discretion.
  • Previous or transferable experience of servicing committees including coordinating and preparing agenda and formal minute taking.
  • Outstanding interpersonal and communications skills with the ability to write formal letters and produce concise and well-presented reports.
  • Prior experience in editing academic papers and professional reports with demonstrated ability to write professionally
  • Demonstrated organisational and planning skills with the ability to identity, pre-empt, and review potential issues with regards to the organisation, management, and delivery of educational programmes.
  • Proficient in using Microsoft Office (Outlook, Word, Excel, PowerPoint) and the internet. Ability to work on databases will be a bonus.
  • Ability to work collaboratively with colleagues, and provide support to multiple stakeholders.
  • Ability to work under pressure and confidentially handling information and liaising with high-level contacts with utmost tact and discretion.
  • Pro-active, detail oriented, skilled at time management with the ability to manage multiple tasks at the same time.

To Apply

Interested candidates should send their CV and completed application form to ismc.personnel@aku.edu. Incomplete applications will not be considered.

An application form can be downloaded here.

Applications will be considered as they are received and the position will be closed as soon as a suitable candidate is found.

Note: Due to large number of applications expected, we will only contact candidates short-listed for interview. If you have not heard from us within four weeks after the closing date, please presume that your application has not been successful.

By submitting an application, you provide your consent to the Institute under the General Data Protection Regulations to share the contents of your application with relevant colleagues involved in the recruitment exercise.

Applications should be submitted latest by January 29, 2021