Academic Administrator

The American Institute for Foreign Study (AIFS UK) is seeking an Academic Administrator to join the AIFS Abroad Academic Team in London. AIFS was founded in 1964 and since then, over 1.8 million students have participated in our educational and cultural exchange programmes. Read more at www.aifsabroad.com and www.aifs.com

AIFS Abroad is recruiting an Academic Administrator to provide administrative support to the AIFS Abroad Academic Team which delivers a variety of academic programmes to U.S. university faculty, students and interns. 

The Academic Administrator will work as part of the Academic team, who work together to deliver academic content and support students and faculty to achieve their academic goals in London. This role would suit someone with an eye for detail, experience of working in an academic environment and interested in working with varied groups of students and faculty daily. This is a permanent, full-time position based in South Kensington.

Role Description

• Prepare temporary payroll and process invoices for all adjunct faculty and academic guest speakers
• Create and distribute joiners and leavers forms, supporting Academic Directors with creation of faculty contracts
• Create courses, upload students, and monitor student engagement on Canvas for GEC, CFL, and AIFS Virtual Internship course every term
• Export final grades to relevant U.S. staff and university partners
• Book visits and process payments for academic courses
• Maintain academic budgets, with support from the Deputy Academic Director
• Support the Deputy Academic Director and Deputy London Director with academic timetabling
• Supervise course registration process for all Study, Study + Intern, and blended programme students
• Create, distribute, and collate course evaluations at the conclusion of each term
• Create registers, monitor student attendance, and coordinate with Compliance Officer to maintain thorough attendance records for UKVI compliance
• Staff the Academic Offices to provide support for faculty and students
• Distribute agendas and take minutes at regular academic meetings
• Provide administrative support and communication to visiting US faculty
• Contribute to compiling, proofreading, and formatting handbooks, QAA reports and documentation, and other documents, as required
• Review the AIFS Abroad London website to ensure academic information is correct
• Liaise with U.S. visitors and AIFS team members to create itineraries
• Coordinate, summarise and review academic course evaluation to ensure student feedback is at the centre of AIFS Abroad planning and delivery
• Other administrative duties and responsibilities as they arise

Qualifications and Experience Required

Essential

• Educated to degree level or equivalent
• Experience in higher education administration
• Excellent organisational, time management and administrative skills
• Strong interpersonal skills and the ability to work collaboratively, internally and externally
• Excellent written and verbal communication skills
• Ability to work accurately and pay attention to detail
• Numeracy and ability to maintain records of expenditure
• Ability to demonstrate initiative and think creatively to resolve problems
• Well-developed interpersonal skills and a confident and helpful manner to relate to U.S. faculty and students in a customer service role
• A flexible and adaptable approach to work
• The ability to carry out numerous tasks at the same time and effectively prioritise workload

Desirable

• Experience in working with faculty
• Familiarity with best practice in UK higher education
• Sound knowledge of the U.S. higher education system
• Experience of working with learning platforms

How to apply

Please send CV and covering letter detailing your suitability for the role via the 'Apply' button (e:collegejobs@aifs.co.uk) by Tuesday, November 25, 2025.

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