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Academic Planning and Registration Assistant

Schiller International University
2 days ago
Full-time
On-site
Madrid, Spain

Your mission

The Academic Planning and Registration Assistant is responsible for supporting academic planning, scheduling, and student enrollment processes while ensuring the integrity, accuracy, and compliance of all student academic records. This role combines operational planning with registrar functions, contributing to efficient academic delivery, regulatory compliance, and high-quality student services across campuses.

Tasks and Responsabilities

Academic Planning & Scheduling

  • Prepare and manage class scheduling and student enrollment across programs and campuses.
  • Analyze scheduling opportunities and optimize class offerings for students and faculty.
  • Support the creation and follow-up of the master schedule and academic planning processes.
  • Monitor campus scheduling and enrollment to ensure proper budget execution.
  • Prepare monthly academic planning reports and enrollment projections.

Student Records & Registrar Functions

  • Maintain, update, and ensure accuracy, integrity, and confidentiality of student academic records.
  • Administer Student Information Systems (SIS) and Learning Management Systems (LMS).
  • Organize and manage registration processes for new and continuing students.
  • Process grades, attendance, transcripts, graduation clearance, and transfer credits in a timely manner.
  • Respond to inquiries regarding academic records and resolve related issues.

Compliance, Reporting & Audits

  • Ensure compliance with institutional, accreditation, and regulatory requirements.
  • Conduct regular audits of academic files (transcripts, evaluations, documentation, etc.).
  • Support internal and external reporting, including accreditation processes.
  • Assist in preparing reports for regulatory bodies and institutional stakeholders.

Coordination & Stakeholder Support

  • Collaborate with faculty, academic teams, and university departments to ensure aligned processes.
  • Provide support to Dean of Faculty, Dean of Students, Campus Director, and other stakeholders.
  • Interpret academic policies, monitor student progress, and coordinate academic recognitions (Dean’s list, probation, etc.).
  • Participate in departmental and campus meetings and contribute to continuous improvement initiatives.

Operations & Administration

  • Maintain up-to-date student information and ensure proper data management.
  • Support academic planning budgets and routine administrative processes.
  • Supervise or support Academic Support/Student Records functions (as applicable).
  • Contribute to a positive institutional image and student experience.
  • Perform additional duties or special projects as assigned.

Your Profile

  • Bachelor’s Degree preferred.
  • 2–3 years of experience in Higher Education.
  • Experience with Student Information Systems (SIS) required; LMS experience (e.g., Blackboard) is a plus.
  • Strong experience in academic planning, scheduling, and/or digital records management.
  • Advanced computer skills, especially Excel and data analysis.
  • Strong organizational, analytical, and problem-solving skills.
  • High level of integrity and attention to detail.
  • Strong communication and interpersonal skills.
  • Full professional proficiency in English required.
  • Additional languages (Spanish, French, or German) are a plus.

About us

Schiller International University is a global institution with campuses in Madrid, Tampa, Heidelberg, and Paris, offering a U.S.-accredited curriculum designed to prepare students for careers in an interconnected world. Through a combination of experiential learning, challenge-based education, and international mobility, we equip our students with the skills and mindset to become responsible global leaders.

At Schiller, we are committed not only to academic excellence, but also to creating an inclusive and equitable learning and working environment. In alignment with the United Nations Sustainable Development Goals, particularly SDG 5 (Gender Equality), we strive to ensure fair, transparent, and inclusive recruitment and career development practices across all our campuses.

We actively encourage applications from women and underrepresented groups, especially in disciplines where gender imbalance persists, and we are committed to supporting all members of our community in their professional growth and leadership development.

Our approach is supported by a commitment to continuous improvement through data-driven analysis, ensuring that our practices evolve in line with international standards and reflect our values as a global institution.