Academic Affairs Coordinator

UMGC Europe

Location: Kaiserslautern, Germany

Overseas Regular Staff, 100% FTE (Full-Time), Grade 004

The Academic Affairs Coordinator provides administrative and operational support to the Associate Director, Academic Affairs, the Associate Vice President & Associate Dean, and the Assistant Vice President, Faculty Affairs. The position coordinates a variety of Academic Affairs processes and activities, serves as a key point of contact for faculty, staff, students, and institutional partners, and supports the effective administration of faculty services, academic operations, compliance-related activities, and departmental initiatives. The coordinator exercises independent judgment in assisting assigned responsibilities, monitoring workflow progress, maintaining records and reporting tools, and ensuring timely completion of Academic Affairs processes.

SPECIFIC RESPONSIBILITIES INCLUDE:

• Serve as the primary liaison for the Associate Vice President & Associate Dean's Office with UMGC Stateside and Asia/Europe faculty, staff, students, departments, and programs, fostering strong working relationships and ensuring effective and consistent operational alignment.

• Monitor Academic Affairs office email accounts; respond to routine inquiries from students, staff, and faculty; and route complex issues to the appropriate manager.

• Assist and maintain Academic Affairs and faculty services information on SharePoint, intranet, and other university platforms, ensuring content is accurate and current.

• Provide administrative support to Faculty Coordinators and assist with faculty-related projects, initiatives, and operational needs.

• Coordinate adjunct faculty hiring and onboarding activities by tracking required documentation, monitoring onboarding progress, communicating with faculty and university offices, and following up on outstanding requirements to support timely onboarding.

• Serve as a primary point of contact for adjunct faculty-related matters and assist with faculty recruitment, interviewing, hiring, and onboarding processes.

• Support the Associate Director, and Associate Dean for Academic Affairs with faculty special pay requests, course approvals, prerequisite waivers, language placement examinations, workload limits, and related administrative activities.

• Review course syllabi, coordinate updates to syllabus templates, and communicate with faculty to ensure timely syllabus submission and compliance with university requirements.

• Assist the Associate Dean with faculty academic ranks and promotions, including the preparation and coordination of faculty promotion packets.

• Provide administrative support for academic initiatives led by the Associate Vice President & Associate Dean, including the annual revision of the undergraduate catalog, periodic updates to the faculty handbook, and other Academic Affairs projects through the coordination of documentation, deadline management, and record maintenance.

• Assist the Associate Vice President & Associate Dean and onsite coordinators of partnership programs with inquiries, student recruitment efforts, and enrollment-related activities, as needed.

• Assist with organizing faculty workshops, meetings, training sessions, and professional development activities.

• Support the Academic Affairs Office with the scheduling, planning, and execution of faculty training programs, faculty development initiatives, annual meetings, commencement activities, and other special events.

• Assist the Associate Director, Academic Affairs and HR Logistics with faculty spending authorizations, expense reports, and relocation planning.

• Assist with the innovative AI-supported and technology-driven solutions that enhance Academic Affairs operations, improve workflow efficiency, strengthen faculty support services, and advance strategic institutional initiatives.

• Perform other duties as assigned.

OTHER RESPONSIBILITIES MAY INCLUDE:

• Organize travel and scheduling for the Academic Affairs office and other ad hoc travel requests

• Provide administrative support for the student grievance process by collaborating with the Student Resolution Team, documenting and tracking cases, maintaining Salesforce records, and helping ensure timely and accurate case resolution.

• Coordinate transportation for designated employees, including members of the Academic Affairs team and faculty

• Provide administrative support for graduate programs, students, and special academic initiatives, including faculty hiring, interview coordination, and related program support activities. For Asia operations, responsibilities may also include support for ESL instructors, Bridge programs, and related student services.

• Assist with ordering, packing, and distributing lab supplies to support natural science courses

REQUIRED EDUCATION AND EXPERIENCE:

• A bachelor's degree from a U.S. regionally accredited institution or foreign degree equivalent

• Two years of office experience

• Efficient, focused, well-organized, and can adapt to changing, short-term priorities while consistently supporting and contributing to the achievement of long-term goals

• Excellent administrative, professional, and interpersonal skills

• Intermediate understanding of MS Office

• Discretion, confidentiality, and the ability to represent UMGC effectively in a high-visibility office

• Demonstrated ability to apply specialized and general knowledge in everyday work situations while utilizing independent judgment to perform assigned duties

• Successful applicants must be able to pass background check and meet requirements for individual logistic support (ILS)

PREFERRED EDUCATION AND EXPERIENCE:

• Four years of office experience

• Familiarity with UMGC academic policies and programs

WHO MAY APPLY:  Local candidates with ILS preferred. Applicant must qualify for ILS as described in USAREUR Regulation 600-700, Section III, 7-13. Criteria under which applicants qualify for ILS are: must serve the US Forces exclusively; are not stateless persons; are nationals of a NATO state, excluding the host nation; are not ordinarily resident in the host nation.  

All submissions should include a cover letter and resume.

The University of Maryland Global Campus (UMGC) is an equal opportunity employer and complies with all applicable federal and state laws regarding nondiscrimination. UMGC is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, ancestry, political affiliation or veteran status in employment, educational programs and activities, and admissions.

Workplace Accommodations:

The University of Maryland Global Campus Global Campus (UMGC) is committed to creating and maintaining a welcoming and inclusive working environment for people of all abilities. UMGC is dedicated to the principle that no qualified individual with a disability shall, based on disability, be excluded from participation in or be denied the benefits of the services, programs, or activities of the University, or be subjected to discrimination. For information about UMGC's Reasonable Workplace Accommodation Policy or to request an accommodation, applicants/candidates can contact Employee Accommodations via email at employee-accommodations@umgc.edu. 

Benefits Package Highlights:

• Generous Time Off: Enjoy between 15 and 22 days of paid vacation, depending on years of service and position.  Additionally, 15 days of sick leave, 3 personal days, and 11 paid Federal holidays. For part-time employees, time off rates will be prorated based on the number of hours worked.
• Comprehensive Health Coverage: Access to health care, medical with vision, dental, and prescription plans for both individuals and families, effective from the 1st of the month following your hire date.
• Insurance Options: Term Life Insurance, Accidental Death and Dismemberment Insurance, and Long-Term Disability (LTD) Insurance.
• Flexible Spending Accounts: Available for medical and dependent care expenses.
• Retirement Plans: Choose between the Optional Retirement Program (ORP) or the Maryland State Retirement and Pension System (MSRPS).
• Supplemental Retirement Plans: include 403(b), 457(b), and various Roth options. The university does not provide matching funds.
• Tuition Remission: Immediate availability for Regular Exempt Staff. Spouses and dependent children are eligible for undergraduate tuition remission after two years of service. NOTE: For part-time employees (at least 50 percent of the time), tuition remission benefits are prorated.
• Moving Allowances: May be available based on terms, conditions, and agreements of the position.

For additional information see: UMGC Benefits Overview for Overseas Regular Employees

Hiring Range:

Additional Compensation:

Employees receive the applicable currency adjustment (CAX) subject to monthly DoD COLA Index for the work location, which is subject to change and fluctuation based on market indices.