Tanfolyam-koordinátor

Academic Coordinator
Job Description & Advert

Position Title: Academic Coordinator

Location: 1077 Budapest, Wesselényi u. 17. (W17)

Position Type: Part-time (20 hours/week)

Reports to: Senior Academic Coordinator Team Leader

About Us:

Milestone Institute provides personalised education for secondary school students, an area
in which we have fulfilled a leading role since our foundation in 2010. Our domestically
developed, internationally recognised English-language programmes, delivered alongside
secondary school, provide intellectual development and academic immersion, helping our
students to find the academic area best suited to their interests and abilities, so that they
can become successful, independently thinking people. Our unique educational
programmes were designed to nurture a community of future leaders who are committed to
creating a competitive Hungary in the 21st century.

Job Summary:

We are seeking an exceptional candidate to act as a key player in planning, delivering,
monitoring and continuously improving the background operations for Milestone’s
educational programmes. A substantial element of this is supporting and handling daily
Academic Coordination activities, with the aim of facilitating the delivery of the Institute’s
academic programme of advanced studies. The Academic Coordinator works in close
collaboration with other members of the Coordination Team.

General Responsibilities:

• Support business-as-usual activities of the Academic Team in relation to module

teaching, mentoring and Student Life.

• Assist in the collection and maintenance of data, best practices and crucial

documentation related to Academic Coordination.

• Deliver HR-processes related to our faculty and represent the Academic Team to a

variety of stakeholders (faculty, students, parents, other parts of Milestone’s
organisation).

Specific Responsibilities:

Under the overall direction of the Senior Academic Coordinator Team Leader, to support
and handle:

• the delivery of business-as-usual Academic Coordination activities in relation to

module teaching, mentoring and Student Life throughout the Academic Year for all
Year Groups (from the Access Programme to the Senior Year of the Core
Programme), including: academic year start, term opening and closing (shopping
lectures, module choice, group allocation, term finalisation, mentor allocation and
reallocation), student continuation, scholarship application and evaluation, and
advising.

• the advanced, day-to-day use of IT systems and other tools, such as Google

Workspace, Salesforce, Canvas, TeamGantt, WordPress, and Zoom as well as
identifying and resolving related data management problems, and providing tech
support (including troubleshooting user-level problems).

• the collection and maintenance of data, core documents and best practices in

Academic Operations activities, ensuring the transparency of information and the
efficiency of information flow and internal communications.

• the use and maintenance of Salesforce and corresponding data structures in relation

to Academic Operations activities, acting as an advanced user and performing
selected Salesforce Administrator tasks per operational needs and as discussed
with the Senior Academic Coordinator Team Leader. Specifically, in addition to the
above IT-related tasks, this includes the effective use of Formstack and Salesforce
Object Query Language (SOQL).

• the annual review process of general academic documentation (Academic

Handbook, Mentor Job Description, Module Teaching Guidelines, etc.), with input
provided by various members of the Academic Team.

• the administration of designated faculty HR tasks, which includes: contracting and

related checks such as those prescribed by the Institute’s Child Protection Policy,
contract changes and contract terminations, assisting faculty with tax and health
insurance-related administrative matters as needed (in cooperation with other
departments), managing payment review and approval processes, reporting to
payroll.

• the annual review of faculty fixed-term contracts and faculty-related contracting

guides, with the support (from a legal point of view, as well as occasional support
with general human resources and fixed-term contracting matters) of the
Operations Team.

• communications in relation to Academic Coordination activities within the Academic

Team and with students, parents/guardians and faculty.

• the effective cooperation regarding operational aspects between Academic

Coordination and other teams within the Academic Department, as well as the
Operations Team.

• the Teaching and Learning Team and the Houses Team in the implementation and

enforcement of academic policy across the module teaching, mentoring and Student
Life frameworks; e.g., via attendance and grade reporting, managing prerequisite
exemptions and extra credits, updating student organisation membership
information.

• the Teaching and Learning Team in the implementation of the faculty recruitment

process: timeline planning, reviewing applications, arranging and setting up
interviews.

• academic development projects, in particular their operative aspects.

• the Operations Department in the review of student contracts.

• the Operations Team in the review and development of IT systems and tools used

by the Academic Team, such as Google Workspace, Canvas, TeamGantt, WordPress,
and Zoom.

• core staff, faculty and student onboarding with a particular focus on systems and

tools intensively used in Academic Coordination (e.g., Salesforce, Canvas).

• the Operations Department in the organisation of the Year Opening and Student Life

Fair.

Requirements:

• C2-level English and Hungarian
• Bachelor’s degree / Enrolled in Bachelor’s programme
• 1-2 years of experience working in administrative/customer-facing roles
• Solid working knowledge of Google Workspace
• Good IT and data management aptitude
• Excellent communication and people skills to liaise effectively with multiple

stakeholders

• Excellent organisational skills and an eye for detail

Milestone Institute offers:

• A competitive salary (20 hours/week): gross 275 - 337,000HUF
• Work equipment is provided by the organisation
• Our office is dog-friendly
• Exceptional working environment in one of the most beautiful listed buildings in

downtown Budapest

• A welcoming team of highly-trained, motivated, collaborative colleagues
• Opportunities to innovate in cooperation with colleagues across all departments of

the Institute

• Access to high-quality, regular professional development
• We organise a team-building evening every other month as well as an all-staff

getaway once a year

Application Process and Timeline:

filled. Prospective start date: July 2024 (a later start date can be negotiated). Shortlisted
and unsuccessful candidates will be notified. Shortlisted candidates will be invited for an
Google Workspace aptitude test, and if selected for an in-person interview as well, there
will be an interview exercise that requires no prior preparation.

Child-Safe Recruitment:

The Institute is committed to child-safe recruitment, selection, and screening practices and
has a child-safe recruitment policy in place. Thus, we require all applicants to undergo an
extensive screening process prior to appointment and provide us with the necessary
documents upon contracting (police check, reference person, written declaration). Please
note that the Institute may refuse to employ, or terminate the employment of, any person
who it reasonably believes may pose a risk to children. The successful applicant will be
required to submit the following documents upon contracting:

• Self-declaration related to disciplinary offences relating to children;
• Local police check;
• Child Protection Training.

Diversity and Inclusion:

Milestone Institute is an equal opportunity employer, seeking to recruit and support a broad
and diverse community of faculty and staff. Milestone values and celebrates diversity in all
its forms and strives to foster an inclusive culture built on respect that affirms inter-group
relations and builds cohesion. All qualified applicants are encouraged to apply and will
receive consideration for employment without regard to race, religion, ethnicity, nationality,
age, gender identity, sexual orientation, disability status.