Academic Coordinator

Full-Time Staff Position at Schwarzman Scholars
New York, NY

Position Summary

The Schwarzman Scholars program seeks a talented Academic Coordinator to support the Academic team. Based in our New York office, the Academic Coordinator will work in collaboration with team members both in New York and at Schwarzman College (SC), to implement and assist with Academic programs, internal and external communications, meeting coordination, data management, and administrative support to the Senior Director for Academic Programs. This role will take place in person in the New York Office, operating under a hybrid work plan.

About The Organization

Designed to inspire the next generation of global leaders, the Schwarzman Scholars program is the most significant of its kind since the Rhodes Trust was founded in 1902. With nearly $600 million raised so far, it is also the single largest philanthropic effort ever undertaken in China by largely international donors.

The 100-200 scholars chosen annually for this highly selective program work towards a one-year Master’s Degree in Global Affairs at Tsinghua University in Beijing — one of China’s most prestigious universities. As individuals who want to have a positive impact on the world, Schwarzman Scholars are selected based on their academic credentials, extracurricular interests, and leadership potential.

Major Responsibilities

The incumbent possesses strong interpersonal, organizational, writing, project management, and computer skills, and has familiarity and experience with administrative support to global stakeholders.

Coordinator responsibilities include:

  • Maintaining professional communications, in person and in writing, with program leadership and external stakeholders at high level offices globally
  • Assisting with planning and logistics for a variety of Academic meetings, drafting agendas, meeting notes, summaries, and action points
  • Once travel resumes post pandemic, preparing faculty and guest lecturers for their time in China and at SC, communicating in collaboration with SC Faculty Liaison; includes but is not limited to helping coordinate travel arrangements with Amex travel agent, visa applications, and university-required processes and forms
  • Co-managing with SC staff the preparations for all international visitors to the College
  • Assisting in the editing and creation of annual Academic materials for faculty and Scholars
  • Coordinating with SC Research Librarian on book orders for library; liaising with faculty on requests, ordering as necessary, and facilitating international shipments
  • Assisting with faculty and guest lecturer contracting and payment processing for payroll and honorarium
  • Managing and updating Academic contacts in the organization’s databases
  • Liaising with the Schwarzman Scholars internal departments, including those in Beijing, on various initiatives related to Academics
  • Assisting CFO and CAO with annual academic budget planning exercise
  • Providing administrative and technical support to virtual international Scholar admission interviews
  • Monitoring courses and final Capstone presentations virtually


Administrative support responsibilities for Senior Director for Academic Programs include:

  • Scheduling conference calls and meetings, coordinating across global time zones
  • Managing calendar, tracking dedicated time for various projects
  • Managing expense reports and reimbursements
  • Creating long-form itineraries for out-of-town travel
  • Booking and managing travel including hotels, cars, and flights with Amex travel agent
  • Troubleshooting tech issues with IT team as needed

Skills, Experience, and Qualifications

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

To Apply

Application deadline is April 15, 2022. Send a cover letter and resume to, subject line: Academic Coordinator.