Assistant Coordinator

About the role

The Assistant Coordinator supports the Relationship Coordinator and Program Coordinator in the operational management of the assigned academic program, facilitating communication between faculty, students, and administrative staff, and ensuring smooth academic operations. This role assists in generating reports, organizing meetings, and is the first point of contact for student inquiries. The position plays a vital role in enhancing the student experience and maintaining academic standards.

What you'll do

• Assist the Academic Coordinator/Director and the Relationship Coordinator in scheduling meetings, tracking project tasks and timelines, and compile programmatic reports.
• Provide administrative support for curriculum planning, course updates, and academic calendars.
• Maintain and update academic records and reports in the university’s management system.
• Respond to student questions and facilitate communication between student and Coordinator.
• Organize and manage academic schedules, calendars, and task tracking.
• Organize and maintain academic documents and committee files.
• Assist with academic directives and initiatives from the Academic Director.
• Support the review and drafting of academic documents and templates.
• Support the execution of "ad hoc" projects assigned by the Academic Director, Program Coordinator/Director and/or Relationship Coordinator.
• Schedule synchronous meetings and coordinate session schedules with course professors.
• Manage student groups within courses, including session allocation and access support.
• Support synchronous class sessions, assisting with basic technical or material questions.
• Serve as the first point of contact for students needing assistance, escalating more complex needs to the appropriate Relationship Coordinator, Academic Coordinator, or Professor.
• Manage spreadsheets and programmatic schedules (e.g., synchronous meetings)
• Respond to service tickets received via FreshDesk and ensure timely resolution or escalation.
• Other tasks inherent to this role and designated projects as assigned by academic leadership.

Qualifications

Education

• Bachelor’s Degree in Education, Administration, or related field (Master’s preferred).

Experience

• At least 1 year of experience in academic operations, student support services, administrative support, or related fields.
• Ability to work independently and as part of a team.
• Detail-oriented with a commitment to maintaining confidentiality.

Language Skills

• Proficiency (Speaking, Reading, and Writing) in English. Portuguese or Spanish preferred.
• Strong written and verbal communication skills.

General Skills and Knowledge

• Knowledge of Learning Management Systems (LMS) and virtual learning environments.
• Experience with service ticket systems (such as FreshDesk) is preferred.
• Proficient in Microsoft Office Suite, especially Excel and Word.
• Excellent organizational skills, attention to detail, and ability to multitask effectively.
• Ability to work independently and collaboratively in a remote environment.