Academic Affairs Assistant (f/m/x)

About the Role

Support (a) Academic Affairs and (b) the Presidium (especially the Referent of the Presidium responsible for Quality Assurance & Accreditation) in making academic progress at CODE clear, fair, and easy to navigate—even when it’s complex. The role takes ownership of routine, high-reliability operational tasks (data integrity, reporting, evaluations, documentation, and executive coordination) to offload the current team—enabling Academic Affairs to focus on process improvement and automation going forward, while CODE operates credibly under German higher education law.

Key responsibilities

Student records & enrollment status (selected scope)

• Process enrollment and re-enrollment requirements and status changes.

• Administer semester-ticket obligations connected to enrollment status.

• Process de-enrollment / exmatriculation steps and maintain the related documentation.

• Issue enrollment confirmations, transcripts, and certificates.

Examinations & assessment administration (selected scope)

• Assist with handling assessment registration and deregistration.

• Maintain assessment and grading records with a strong focus on correctness.

• Process credit recognition (incl. Erasmus / study abroad).

• Keep module information up to date in the relevant systems (CMS/LMS).

LMS / learning unit operations & document handling (selected scope)

• Update and maintain learning units in the LMS.

• Digitise paper-based student documents and file them according to clear standards.

• Maintain tidy, consistent document naming and folder structures.

Reporting, compliance & audits (selected scope)

• Prepare and submit Hochschulstatistik and other required statutory reports.

• Support accreditation work by helping to collect inputs, keep evidence organised, and prepare materials for reviews and audits.

• Support the rollout of a new administrative system by keeping data consistent across systems and flagging gaps early.

Surveys & evaluations (QA support)

• Coordinate semester surveys and teaching evaluations (Lehrveranstaltungsevaluationen) end-to-end.

• Support instructors with practical steps that improve response rates (reminders, evaluation-session organisation, light troubleshooting).

• Exportand compile evaluation data and distribute results to the right stakeholders.

Committee & governance support (selected scope)

• Take notes in committee meetings (e.g., Academic Senate) and track follow-ups.

• Prepare first drafts of decision or regulation documents based on meeting outcomes.

Executive support (operational, as needed)

• Support the President and Chancellor with travel planning and bookings (transport, accommodation, itineraries) aligned with internal processes.

• Support appointment coordination and meeting logistics (scheduling, room bookings, preparation of materials) as needed.

• Keep handovers and documentation so tasks stay transparent and reliable.

Documentation & knowledge management

• Maintain the central thesis/final project database.

• Support process documentation by interviewing colleagues and writing down the steps.

• Maintain and review the knowledge hub for academic procedures (e.g., in Notion): keep information current, consistent, and easy to find.

• Support archiving of examination- and regulation-relevant materials.

What success looks like (first 3–6 months)

• Student and exam records are up to date, with fewer back-and-forth corrections.

• Recurring admin tasks run on time with clear checklists and handover notes.

• Survey/evaluation runs are predictable (timeline, reminders, exports, distribution).

• Statutory reporting and accreditation evidence are easy to locate and audit-ready.

• Systems and folders feel clean and consistent: naming conventions, filing, and “single source of truth” habits.

Requirements

Must-have

• English and German proficiency (minimum B2).

• Careful, reliable, structured working style—comfortable with repetitive, high-accuracy tasks.

• Confidence working with data exports and spreadsheets; strong attention to detail and data integrity.

• Experience with Google Workspace, survey tools, and Notion (or comparable tools).

Nice-to-have

• Ability to work regularly from the CODE campus in Berlin.

• Interest in quality management, higher education administration, or organisational development.

Working style (how we work)

• You coordinate across teams by being clear, responsive, and well-documented.

• You spot inconsistencies early and raise them with context and suggested next steps.

• You prefer simple, maintainable processes over heroic last-minute fixes.

What you can expect:

• One-year fixed-term contract

• Part-time position (80%).

• The salary range mentioned is for a full-time (100%) position. For this role, the salary will be pro-rated to 80%.

• Campus located in lively Neukölln—work in one of Berlin’s most dynamic neighborhoods

• Responsible role in a motivated and supportive team

• Modern work environment with flexible hours and remote work options

• 25 days of annual leave (20 statutory + 5 extra from us)

• Retirement & pension plans to help you plan for the future

• BVG ticket benefit: 5% discount plus an additional €15 monthly contribution from CODE

• Access to Masterplan learning platform for professional growth

• Summer and winter employee events for team bonding and fun

• 10 sessions per year with Nilo.Health for your mental wellbeing

About us

CODE is a private state-recognized and accredited university of applied sciences that is embedded into the vibrant network of Berlin’s digital economy. At the core of our study programs is a self-directed project-based learning concept. Together with a network of partner organizations, our goal is to provide students with practical, real-world, and digitally-oriented education and the ability to face the technological and social changes and challenges of tomorrow.

About Working At CODE:

CODE’s atmosphere is creative and dynamic, with an international team in the heart of Berlin. We value your strengths and will support you in your professional development as well as provide fair compensation and some fun additions. Most importantly, joining CODE means being a part of a passionate team that is shaping the future of higher education. CODE aims to be a place where everyone feels able to be themselves and do their best in an inclusive and respectful working environment, and where all team members can thrive and reach their full potential. We want to attract, develop, and retain individuals with different experiences, backgrounds and perspectives – particularly people of color, LGBTQIA+ and those with disabilities. We value diverse backgrounds and believe they are integral to our growth and development as an institution.