Academic Coordinator

Academic Coordinator Job Description Template

Our company is looking for a Academic Coordinator to join our team.


  • Creating long-form itineraries for out-of-town travel;
  • Co-managing with SC staff preparations for all international visitors to the College;
  • Assisting in the editing and creation of annual Academic materials for faculty and Scholars;
  • Booking and managing travel including hotels, cars, and flights, in coordination with Foundation Travel Assistant;
  • Scheduling conference calls and meetings, coordinating across global time zones;
  • Troubleshooting tech issues with IT team as needed;
  • Managing calendar, tracking dedicated time for various projects;
  • Managing expense reports and reimbursements;
  • Assisting in faculty and guest lecturer contracting;
  • Liaising with the Schwarzman Scholars internal departments, including those in Beijing, on various initiatives related to Academics;
  • Managing and updating Academic contacts in the organization’s databases;
  • Assisting with planning and logistics for a variety of Academic meetings, drafting agendas, meeting notes, summaries, and action points;
  • Maintaining professional communications, in person and in writing, with program leadership and external stakeholders at high level offices globally.


  • Passion for Schwarzman Scholars mission;
  • Ability to work independently and as part of a strategic team;
  • Comfort with working outside of traditional work hours, given time difference with Beijing;
  • Bachelor’s Degree required;
  • At least 2-3 years of demonstrated success working as a team member;
  • Keen attention to detail; ability to multi-task in a fast-paced environment with tight deadlines;
  • Ability to set, meet, and communicate competing priorities, timelines, and deadlines;
  • Skilled in Microsoft Office (including Outlook, Word, Excel, and PowerPoint);
  • Strong communication skills and cross-cultural sensitivity;
  • Positive attitude, sense of humor, strong work ethic, and high degree of professionalism;
  • Knowledge of China and Mandarin Chinese not required, but a plus;
  • Experience with Salesforce or other CRM systems not required, but a plus;
  • Adaptability to unforeseen circumstances and team member or stakeholder work styles;
  • Strong sense of personal accountability and follow-through.

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