Academic Coordinator - NYU Madrid

Updated: about 2 months ago
Job Type: FullTime

NYU is committed to fostering a campus community that reflects and enacts the values of inclusion, diversity, belonging, and equity that inform and make possible academic excellence.


All staff members are expected to support, execute and promote this commitment and all NYU initiatives (including Affordability, Sustainability, and Student Success) in the day-to-day life of NYU Madrid.


The holder of this full-time permanent position will work with the Senior Academic Coordinator and the Assistant Director for Academics in the delivery of high-quality academic programs for undergraduate students, with special focus on the workload and diverse academic related tasks generated by the increase in the number of upperclassmen and special programs (now 2 periods in the year: January-Term, June-Term). S/he will work in close collaboration with the Student Life and Business teams, always under the supervision of the Academics team, to help deliver high-quality academic programs for undergraduate students.


As part of a very streamlined academic team, the Academic Coordinator, in addition to the specific duties outlined below, will provide across-the-board support on all tasks academic as needed and determined by the Senior Coordinator and the Assistant Director.


Workplace: Madrid

Principal Duties


Curricular and Co-Curricular Matters 35%

  • Collaborate on the planning and execution of on-site orientation for all programs (freshmen and upperclassmen): develop information packets, handouts.
  • Collaborate on the organization and execution of orientation activities (mapping Madrid, LS First Year Abroad and upperclassmen academic orientation).
  • Course activities: review syllabi to identify, coordinate and streamline co-curricular activities and excursions; manage all reservations for museum visits and other activities (40 museum visits in spring; 35 museum visits in fall; 3 day trips in fall and spring, 22 museum visits in summer).
  • Coordinate with the Business Administration office, the payment for the museum tickets and reimbursement of professors for language co-curricular activities.
  • Find opportunities for the engagement of students with local associations, communities, individuals to further enhance their immersion and connection with Madrid outside of the classroom.
  • In coordination with the Senior Academic Coordinator, design local engagement opportunities that might be connected to courses as co-curricular activities.
  • Accompany and support these local-engagement-co-curricular activities.


Academic Day and Overnight Trips and Excursions 35%

  • Collaborate with the Senior Academic Coordinator on the design of course-related academic trips, in conversation with faculty members.
  • Collaborate with the Senior Academic Coordinator in all other aspects related to course-related academic trips:
    • Manage academic excursions reservations and letters for museums and monuments.
    • Manage academic trips sign-up.
    • Inform students about all aspects related to the logistics of the trips (meeting times and points, itineraries).
  • Create and distribute student surveys.
  • Update/create handouts.
  • Chaperone day and overnight academic trips with the Student Life team.


Visiting and Special programs (January Term, June Term, Presidential Honors Scholars, etc.) 25%

  • Collaborate on the planning, logistics and execution of itineraries of all special programs.
  • Make reservations for museums, contact guides/professors for museums, walking tours, and on campus lectures e.g. J-Terms Abu Dhabi and Steinhardt, and follow through with Business Administration on the payments: 6 museum visits, 6 walking tours, 2 lectures, 2 day-trips, welcome and farewell group meals; CAS Scholars: 3 museum visits, 3 walking tours,1 lecture, 2 day trips, 7 group meals.
  • Create orientation folders with information about the city, itinerary and activities.
  • Coordinate with Business Administration the reimbursement of visitors if needed (in petty cash).


Management of Information 5%

  • Elevate the public profile of the Academic program, particularly our co-curricular events, through social media.
  • Publicize academic programming to the student body.
  • Programming and content management of the NYU Madrid Hub on a semester basis: update the Academic tab on NYU Madrid HUB (WordPress page).


Required Education

  • B.A. degree


Required Knowledge, Skills, and Abilities

  • Excellent organizational, interpersonal, and written and verbal communication skills. Detail oriented. Proven cultural sensitivity and conversational skills to communicate appropriately with a multinational, multicultural and multireligious community of students and colleagues.

  • Strong team worker.

  • Fluency in Spanish and English (written and oral).

  • Strong ability to prioritize and multitask.

  • Able to work in multinational environments.

  • Thorough knowledge of Office programs (Excel, Word, PowerPoint) and WordPress.

  • Legally eligible to work in Spain.


Preferred Education 

  • M.A. degree


Preferred Experience

  • Experience in U.S. higher education preferably in a study abroad program or other international educational experience with students in U.S. universities / colleges.

  • Knowledge of NYU, its values and vision.


This Position Description in no way states or implies that these are the only duties to be performed by the employee in this position. It does not limit the assignment of related duties not mentioned.


Workplace: Madrid

NYU is committed to providing a campus community that reflects and enacts the values of inclusion, diversity, belonging, and equity that inform academic excellence.


NYU aims to be among the greenest urban campuses in the country and carbon neutral by 2040. Learn more at

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