Training Administrator - Training & Certification Management

Position TitleTraining Administrator -  Training and CertificationManagementReports toDirector of Muscat University Academy 1. Purpose of the PositionThe Training Administrator – MU Academy is responsible for the effective coordination, administration, and operational support of all professional training programmes, certification courses, executive education activities, short courses, and corporate training delivered through MU Academy. The role ensures that training programmes are planned, scheduled, communicated, delivered, documented, and reported professionally. The Training Administrator will support learner registration, trainer coordination, venue and materials preparation, attendance monitoring, certificate issuance, stakeholder communication, and post-training evaluation. Support MU Academy’s objective to become a leading provider of professional development, executive education, and internationally certified training programmes in Oman.2. Key ResponsibilitiesA. Training Programme Administration1. Programme Planning and Scheduling• Assist in preparing the annual, quarterly, and monthly training calendar for MU Academy. • Coordinate training schedules for public courses, corporate programmes, executive education, and certification preparation courses. • Support the planning of B2B and B2C training activities in coordination with the Academy leadership. • Maintain updated records of confirmed, postponed, cancelled, and completed programmes. • Coordinate with internal departments to avoid scheduling conflicts with university events, room bookings, and major institutional activities. 2. Training Coordination and Logistics• Arrange training venues, classrooms, labs, auditorium spaces, online platforms, equipment, refreshments, and training materials. • Ensure all training rooms are prepared before programme delivery, including seating arrangements, branding, signage, attendance sheets, name badges, and required technology. • Coordinate with Facilities, IT, Finance, Marketing, Admissions, and other relevant departments to support smooth programme delivery. • Liaise with trainers, lecturers, consultants, and external partners to confirm availability, session plans, materials, and delivery requirements. • Support hybrid and online training delivery by arranging links, access, technical checks, recordings where approved, and participant support. 3. Participant Registration and Communication• Manage participant registration for MU Academy courses.• Respond professionally to enquiries from individuals, companies, government entities, and partner organizations. • Send confirmation emails, joining instructions, schedules, payment reminders, programme updates, and post-training communication. • Maintain accurate participant records including name, contact details, organization, payment status, attendance, assessment results where applicable, and certificate status. • Provide timely support to learners before, during, and after programme delivery. B. Training Delivery Support1. Trainer and Partner Support• Coordinate with external training providers, certification bodies, and professional partners. • Collect trainer profiles, session outlines, course descriptions, assessment requirements, and training materials. • Support visiting trainers with logistical arrangements, including venue access, hotel or travel coordination where required, IT support, and local arrangements. • Ensure trainers receive attendance lists, course schedules, participant details, evaluation forms, and administrative support. 2. Course Materials and Documentation• Prepare and organize course materials, presentations, handouts, assessment papers, feedback forms, and digital resources. • Ensure course materials are branded according to MU Academy and Muscat University guidelines. • Maintain a digital archive of course outlines, trainer materials, attendance records, evaluations, certificates, and reports. • Ensure documentation is complete for each programme delivered. 3. Attendance and Assessment Administration• Monitor participant attendance during training sessions. • Maintain accurate attendance records for each course. • Support the administration of pre-training and post-training assessments where applicable. • Coordinate with trainers on participant completion status, assessment results, and eligibility for certificates. • Flag attendance, completion, or assessment issues to the Academy leadership.C. Certification and Records Management1. Certificate Issuance• Prepare and issue certificates of attendance, completion, participation, or achievement in line with MU Academy procedures. • Coordinate certificate approvals and signatures from authorized personnel. • Maintain a certificate issuance register with serial numbers, participant names, course titles, dates, and approval status. • Coordinate with international certification bodies where certificates are issued externally. 2. Data Entry and System Management• Maintain accurate training data in MU Academy records, CRM, HRMS, LMS, or any other approved system.• Update course status, participant details, attendance, payments, trainer details, evaluations, and completion reports. • Ensure all digital and physical records are filed systematically and securely. • Support the development and improvement of MU Academy databases and reporting templates. 3. Compliance and Documentation• Ensure training files are maintained in line with Muscat University policies and regulatory requirements. • Support documentation required for Ministry of Labor registration, professional body licensing, partner reporting, and internal audit purposes. • Maintain confidentiality of participant, client, trainer, and partner information. • Ensure compliance with university procedures related to procurement, finance, branding, data protection, and quality assurance. D. Client, Corporate and Stakeholder Coordination1. Corporate Training Support• Support communication with corporate clients, government entities, and institutional partners. • Assist in preparing training proposals, quotations, course schedules, participant lists, and delivery arrangements. • Coordinate customized corporate training requirements with trainers and Academy leadership. • Follow up with clients regarding participant nominations, payments, attendance, feedback, and certificates. 2. Partner and Professional Body Coordination• Support administrative communication with professional certification partners such as Kaplan, CMI, CISI, IBCT, ACCA, or other MU Academy partners. • Maintain partner-related documentation including agreements, course approvals, pricing sheets, registration requirements, and reporting obligations. • Assist in preparing documents for new partnership discussions, programme launches, and official visits. 3. Internal Coordination• Work closely with Marketing and Communications to provide accurate course information for campaigns, brochures, website updates, social media posts, and announcements. • Coordinate with Finance on invoices, payment confirmations, receipts, and revenue tracking. • Coordinate with Admissions or Student Services where courses involve student participants. • Support MU Academy events, open days, workshops, information sessions, and launch activities. E. Monitoring, Reporting and Quality Assurance1. Training Reports• Prepare regular reports on course registrations, attendance, completion rates, learner feedback, revenue status, certificates issued, and upcoming programmes. • Support the preparation of dashboards for MU Academy management. • Track course performance against agreed targets and KPIs. • Identify low-enrolment courses, repeated enquiries, operational issues, and areas requiring management attention. 2. Evaluation and Feedback• Administer post-training evaluation forms. • Compile and analyze participant feedback. • Prepare summary reports on trainer performance, course quality, participant satisfaction, and improvement recommendations. • Follow up on complaints, suggestions, or quality concerns in coordination with the Academy leadership. 3. Continuous Improvement• Recommend improvements to training administration processes, templates, learner communication, reporting, and documentation. • Support the standardization of MU Academy procedures, forms, checklists, and workflows. • Contribute to building a professional learner experience aligned with Muscat University’s quality standards.Any other duties as deemed necessary by the Line Manager.Experience & Qualification:Minimum Qualification:• Bachelor’s degree in Business Administration, Human Resource Management, Education, Training Management, Management Information Systems, Marketing, or a related field. Preferred Qualification:• Professional certification or short training in training administration, project coordination, customer service, HR, event management, or quality assurance would be an advantageExperience, Competencies and Skills:• 1–3 years of relevant experience in training administration, academic administration, customer service, HR administration, programme coordination, or professional development services. • Experience in a university, training centre, executive education unit, professional certification provider, or customer-facing education environment is preferred. • Experience using CRM, LMS, HRMS, student information systems, or training management platforms is an advantage. • Experience dealing with corporate clients, trainers, external partners, or professional certification bodies is desirable. Understanding of training administration and professional development operations. • Strong coordination and scheduling skills. • Good knowledge of logistics, participant registration, attendance tracking, evaluation forms, and certificate issuance. • Strong data entry, records management, and reporting skills. • Proficiency in Microsoft Office, especially Excel, Word, PowerPoint, and Outlook. • Ability to prepare reports, dashboards, schedules, and administrative documents. • Familiarity with CRM, LMS, HRMS, or training management systems is an advantage. • Ability to support online and hybrid training delivery using platforms such as Microsoft Teams, Zoom, or similar tools. • Excellent communication skills in English and Arabic.
Applications are accepted from Omani nationals only.

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