Academic Coordinator

Descripción Who you are:

The Academic Coordinator carries out important operational and academic duties. In collaboration with/under the supervision of the Academic Manager, the role helps with the coordination, quality, and planning of all courses and educational programming year-round for CIEE Madrid. More generally, the coordinator helps to ensure smooth procedures with faculty recruitment, course registration, class scheduling, and course delivery. The coordinator also supports a rewarding learning environment by implementing CIEE´s Academic Affairs policies and protocols, works in coordination with other Madrid teams, and supervises an assistant or intern, either seasonally or permanently.

What you'll do:

Administrative and Academic Tasks

• Coordinate scheduling of all Madrid CIEE courses and co-curricular class activities.

• Assist with tracking instructor feedback and course evaluations of all courses taught by CIEE.

• Support AM with executing action plans for faculty improvement and development and conduct classroom observations (as per CIEE academic protocol).

• Assist with the AM with Program development including new and existing academic tracks; short-term programs; custom programs and other ancillary programs as needed.

•Oversight of placements into local, for credit internships and academic projects (practice- based seminars), in conjunction with the Program Management team.

• Recording final course selection and student grades at the end of the programs, in coordination with Program Management.

• Facilitate students' communication with their parents and appropriate authorities at their home and/or sending schools, as necessary.

• Maintain an active working relationship with other CIEE teams, and coordinate with Program Management on unique participant cases for the duration of the program.

• Track course pre-selection and advise Program Management staff ensure registration completion of their students at the host institution and CIEE; monitor academic performance of students, implement the class absence policy and monitor class attendance/absence of students by reporting back to the Academic Team of unusual circumstances.

• Serve as a resource for individual students with unique needs and coordinate academic support resources related to learning disabilities, requests for tutorials, exam dates, etc.

• Follow up with learning platform minimum standards, such as Canvas.

• Communicate applicable codes of conduct, class attendance records and the consequences of noncompliance to participants, in coordination with Program Management.

• Keep student information confidential and share relevant details when appropriate with CIEE colleagues and stakeholders, according to CIEE´s protocols.

• Be available during well-published business hours for the Academics division and with agreed upon "open door" times to allow for regular advising with students.

• Support the student networking and learning opportunities, such as meeting with Student Council Representatives, Ambassadors or alumni.

• Participate in newsletters and social media, such as writing a blog, taking pictures, record video stories during program activities that show student life and adaptation.

Orientation and Co-Curricular Activities

• Assist and coordinate tasks regarding pre-departure, on-site orientation and co-curricular activities, in consultation with the Academic Manager.

• Be prepared to explain academic and cultural experiences in the classroom and/or on the host institution campus to students.

• Develop and execute academic orientations by becoming familiar with CIEE academic protocols and designing participant sessions in an interactive and dynamic manner.

• Contribute with the writing of academic program materials (promotional materials, catalogue copy, bulletins, handbooks, course syllabi, resumes of instructors and professors, etc.)

• In coordination with CIEE instructors, help create a program of co-curricular activities with cultural embedded components that support the needs and learning goals of CIEE courses.

• Track and code expenses related to course instruction and materials in a timely manner, with guidance from the AM, and help to implement cost savings where possible.

• In coordination with the AM, chaperone co-curricular activities and participate in cultural activities, day trips and/or occasional overnight program excursions.

Student Academic Accommodations and Welfare

• Help promote a best practice of health and wellness through CIEE´s student life concepts, such as Community of care, and encouraging a positive learning experience.

• Work with other CIEE teams to monitor and resolve medical cases that impact class attendance or academic performance; in a timely and complete manner, following CIEE policies.

• Participate in meetings with pertinent CIEE staff to update and share any conduct issues in CIEE classrooms that may be associated with the student´s physical and emotional wellbeing/illness.

• Become familiar with emotional first aid, bystander intervention training and sexual assault guidelines.

• In rotation with the other center staff, carry the 24-hour in-country emergency telephone. Additionally, this position requires willingness to step if/when major crisis take place with assigned students, including doctor´s or hospital visits, in close coordination with a manager or director.

• Participate in coordination meetings with the Program Management, Academic and Administration staff to review, consult and determine protocols and best practice for student in-country learning experiences, arrival/departure, orientation, and cultural activities, etc.

Perfil/Requisitos What you'll bring:

• Readiness to grow and develop yourself, our client group, and our organization.

• At least three years of educational program implementation and administrative experience.

• Familiarity with U.S. higher education and direct experience with U.S. college and students.

• Communication with faculty - Need to have the confidence, experience, and soundness of judgement to provide effective coordination in the context of communicating with a pool of adjunct faculty, some of them senior scholars of standing.

• Budget – Ability to track and code expenses for instructional and academic budgets.

• Confidence, interest, and soundness of judgement to provide effective communication with participants from diverse backgrounds.

• Proven ability to deal calmly and empathically with students who are adapting to new learning environments.

• Demonstrated problem solving skills with meticulous attention to detail, and commitment to customer service with a positive outlook.

• Good skills to complete collaborative work, participating in collective tasks taking different roles.

• Proficiency in Microsoft Office and a willingness to learn new systems.

• Flexibility to respond quickly to changing circumstances.

• A Bachelor´s Degree or equivalent. Master´s degree preferred.

• Fluency in English and Spanish.

• Ability to embrace CIEE's Core Values (Excellence, Integrity, Respect, Inclusion and Problem Solving).

Competencias Analizar y resolver problemas, Iniciativa y autonomía, Flexibilidad, Capacidad para liderar iniciativas, Organización y planificación, Fiabilidad técnica y personal, Comunicación interpersonal, Trabajo en equipo, Diplomacia y "saber estar"
Nivel Empleado
Tipo de contrato Jornada completa
Duración Hasta 6 meses
Salario Entre 18.001 y 24.000 € bruto/anual
Estudios mínimos Licenciado
Experiencia mínima Al menos 2 años
Fecha de inicio 25/11/2024
Nº de vacantes 1