Examination and Graduate Record Coordinator (m/f/d)

Your Responsibilities

The Opportunity

You will support the efficient and accurate delivery of academic administrative services within the Registry / Academic Office. Working closely with the Registry Manager and academic teams, you will contribute to the smooth operation of the student lifecycle, including enrolment, academic records, examinations, progression, and graduation processes.

You will play a key operational role in ensuring data accuracy, system functionality, and high-quality student support across academic processes and digital platforms.

Key Responsibilities

Academic Administration & Student Lifecycle Support

• Support the administration of the full student lifecycle, including enrolment, registration, progression, and graduation processes
• Maintain accurate and up-to-date student records across institutional systems
• Support the issuance of official student documents, including enrolment and academic progress letters
• Assist in ensuring consistency and accuracy of academic records and documentation

Virtual Learning Environment (VLE) & Academic Systems Support

• Monitor and support the Virtual Learning Environment (VLE), ensuring courses, materials, and student access are correctly set up and maintained
• Assist lecturers with course setup, assessment configuration, and uploading of learning materials
• Support the integration and accuracy of student data across the Student Information System (SIS) and other academic platforms
• Liaise with internal IT / development teams to ensure correct reflection of student records in systems
• Support the use and maintenance of online academic resources, including digital libraries and external databases

Teaching, Assessment & Examination Support

• Assist in the coordination of teaching timetables, examinations, and reassessment processes
• Support the preparation, administration, and tracking of assessments and marks entry
• Track student academic progress, including grades, progression checks, and completion verification
• Support preparation of documentation and reports for Examination Boards
• Communicate Examination Board decisions to students in line with institutional processes

Student Cases & Academic Regulations

• Support the processing of student requests, including extenuating circumstances, academic appeals, and academic misconduct cases
• Ensure accurate documentation and tracking of student academic cases in line with regulations
• Provide first-line guidance to students on academic policies, regulations, and procedures
• Escalate complex cases to senior Registry staff where required

Student & Academic Support Services

• Act as a first point of contact for students, lecturers, and internal departments regarding Registry-related queries
• Manage and respond to shared mailboxes in a timely and professional manner
• Provide face-to-face and virtual support to students during scheduled office hours
• Support student understanding of academic processes, including assessments, scheduling, and university regulations
• Support lecturers with administrative queries related to teaching, assessment, and student records

Quality Assurance & Student Engagement Support

• Circulate student surveys and feedback tools to support quality assurance processes
• Assist in collecting and organizing student feedback for service and academic improvements
• Support documentation and administrative preparation for audits, reviews, and quality assurance activities
• Contribute to maintaining high standards of data quality and service delivery

Operational Support & Continuous Improvement

• Support day-to-day operational activities within the Registry function
• Ensure timely and accurate handling of administrative tasks within defined processes and deadlines
• Identify and elevate process inefficiencies or system issues where appropriate
• Contribute to ongoing improvements in registry processes, systems, and student

Your profile

• Experience in education administration, learning management systems, and higher education operations is an asset
• Experience in managing records, databases, or client information systems is desirable
• Excellent command of English; additional languages are an asset
• Exceptional accuracy in processing data, tracking progress, and managing documentation
• Commitment to delivering high-quality service in both face-to-face and virtual environments, supporting individuals with empathy and professionalism
• Excellent written and verbal communication skills for interacting effectively with students, colleagues, and cross-functional teams. Able to deliver clear guidance and support on administrative and procedural matters
• Effective team player who can liaise across departments to ensure alignment between academic, administrative, and technical processes
• Advanced proficiency in MS Office Suite, particularly Excel, is an asset

Why us?

• Opportunity to work with a great team in a dynamic and international culture
• A workplace in our modern, centrally located campuses in Potsdam and Berlin
• Numerous campus events from the fields of art, culture, business, and science
• Opportunity to develop and implementnew ideasand concepts
• Personal and professional development

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