Role: Academic Support Officer / PA to the Provost

Location: Berlin, Germany

Job Type: Full-time

About BSBI

BSBI is part of GUS Germany GmbH (GGG), a dynamic network of higher education institutions with more than 15,000 students at locations in Germany, Europe and beyond.

We prepare students for impactful global careers, providing accessible and quality education to cultivate future industry leaders. With a focus on enterprise, leadership, and success, our programmes empower students with an entrepreneurial mindset to lead and succeed, fostering an inclusive, innovative, and supportive learning environment.

Our mission is to shape the future by nurturing exceptional talent and driving positive change in the competitive international business world. 

Explore https://www.berlinsbi.com/ for more information about us!

Position

• Supporting the Provost in managing all aspects of day-to-day operations (administrative support, manage schedule, coordination of appointments, handles correspondence and taking care of travel arrangements)
• Working closely with the academic leadership and the academic faculty in the various areas of administration, particularly the timetabling and room allocation of programmes.
• Being responsible for the scheduling and timetabling activities of the School under the coordination of the Head of Academic Operations and the Provost & Chief Academic Officer of the School.
• Keeping a very good organisation of the Freelance lecturers’ administrative part: starting from recruitment, organising interviews together with the Vice Provosts, the Deans and the Provost & Chief Academic Officer of the School, liaising with HR in relation to referencing and contracts, ensuring clear oversight is kept on the remuneration, hours allocated, invoicing procedure.
• Understanding very well the requirements from the university partners in relation to procedures, lecturer’s utilisation, approval process for the lecturers etc.
• Liaising across functions/departments, for example, invoices need to be relayed in appropriate time to the Finance department, changes in timetables need to be relayed to the programme co-ordinators team.
• Working very closely with the Exams & Assessments Office in aligning university partner expectations to timetable, delivery etc.
• Carrying out other related academic administration duties as required.
• Coordinating all the relevant activities and be responsible for the Canvas platform and the application of BSBI’s didactic model
• Overseeing the timetabling of didactic activities for all Executive and Professional Programmes.
• Scheduling appointments with lecturers.
• Monitoring faculty performance (including freelancers) and provide evaluation reports.
• Proposing new members of faculty for teaching positions.
• Organising the didactic environment to promote productivity and learning.
• Organizing development sessions to improve practices and assist professors and tutors to apply new techniques.
• Communicating effectively with faculty members and students to convey passion for learning.
• Overseeing the records of students’ assessment results, progress, feedback, or school performance, ensuring confidentiality of all records.
• Assisting the Provost & Chief Academic Officer giving the guidelines for professors to prepare lesson plans and tutoring sessions according to the Programmes needs and goals.
• Developing reports for the Provost & Chief Academic Officer.
• Researching or recommending new innovative ideas to complement the activities of the School.
• Performing day-to-day tasks such as maintaining information files and processing paperwork related to the administration of all the related activities.
• Playing a proactive role in promoting the School.
• Participating in School‘s activities (including extra-curricular) as required by the Provost & Chief Academic Officer of the School
• Working very close and under the guidance of the Provost & Chief Academic Officer of the School
• Assisting the Provost & Chief Academic Officer of the School in all his administrative and educational tasks and duties

Requirements

PROFESSIONAL COMPETENCIES

• Bachelor’s degree & Master in the domain of business, management or education
• Prior administrative experience in higher education at University level
• Prior experience in working in adult education
• Expert knowledge of Windows OS, of MS Office suite (Excel, Word, Outlook, Powerpoint) and Microsoft Teams
• Fluent in spoken and written English (C2 level)
• Sound knowledge of Educational Platforms (i.e. Canvas, Blackboard etc.)
• Expert knowledge of timetabling software
• Sound knowledge of study regulations and rules

PERSONAL COMPETENCIES

This role requires a dynamic individual who can effectively manage multiple responsibilities, support various functions within the organization, and ensure the smooth operation of daily activities. The ideal candidate will possess strong organizational skills, excellent communication abilities, and the capability to thrive in a fast-paced environment.

• Excellent organizational and communication skills
• High social competence and assertiveness
• Maintaining an overview even with high workloads
• Commitment to School’s improvement and further development
• Entrepreneurial and economic way of thinking and working
• Resilient and flexible
• Motivated for further academic and professional development

Why Us?

BSBI’s mission is to educate students to effectively shape the future and become excellent leaders of tomorrow in an ever-changing business world. It also aims to teach students to understand how businesses function and how economic success is generated. BSBI offers industry-relevant programs that focus on the development of practical entrepreneurial skills necessary for professional success. Located in the heart of Berlin, we are an international business school that offers academic excellence. We are a member of Global University Systems (GUS) and provide unlimited career opportunities for its students and staff.

How to apply

Please submit your CV and application (cover) letter in English here.

Candidates must have the right to work in Germany. BSBI is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, or religion or belief.

The post holder may be asked to undertake different or additional duties in line with business requirements at the request of their line manager.

There is an expectation that all employees will maintain the values of the company and the Group it belongs to and will comply with the code of conduct as well as equality and diversity, health and safety and safeguarding policies.

We look forward to receiving your application!