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Academic Programme Coordinator Grades 11-12

Academic Programme Coordinator Grades 11-12

International School of LuxembourgLuxembourg City, Luxembourg
30+ days ago
Job description

Academic Programme Coordinator Grades 11-12

  • Vacancy : 2526-42

Number of vacancies : 1

Working conditions : Part time (24 hrs / week) – Definite duration contract

Monthly Salary from (€)

  • 2,208.00

    • Monthly Salary to (€)

  • 2,877.60
  • commensurate with the experience and qualifications & within the limits of ISL's current CBA

    • Brief description :

    The Academic Programme Coordinator Grades 11-12 has the opportunity to support the Head of Teaching and Learning by assisting with the administration of the academic programme in Grades 11-12. They will assist with the organisation of the IB DP programme, including communications with parents, students and faculty, ensuring that all deadlines are respected and all examination rules & regulations are respected.

    ISL is committed to safeguarding and prioritising the wellbeing of children and young people and expects all staff to share this commitment.

    We are keen to attract applicants from diverse backgrounds, particularly those whose nationality, identity, gender or race is currently under-represented in international education.

    ISL is committed to safeguarding and prioritising the wellbeing of children and young people and expects all staff to share this commitment.

    Application deadline : 23 September 2025

    To apply : Please submit your online application in English through ISL's via Jobs.lu

    To begin : As soon as possible

    We offer : An internationally diverse, globally conscious working & learning environment, where respect for people of all backgrounds forms the heart of our educational efforts. For further information, please visit our website.

    Profile : (training, experience, skills and aptitudes necessary to do the job)

  • Knowledge of the IB DP programme strongly preferred;
  • Familiarity with and understanding of external examination programmes and procedures;
  • Proven ability to handle confidential information with integrity.
  • Proven successful experience in detail orientated work and remaining calm under pressure.
  • Strong organisational and time management skills;
  • Excellent interpersonal skills, especially with students and their families;
  • Experience with databases : school or student information systems (SIS) desirable
  • Minimum of a secondary school diploma or equivalent, University diploma preferred
  • 2-3 years' experience in similar administration work in a multi-cultural environment;
  • Excellent computer skills (Microsoft Office 365 : Excel, Word, Outlook);
  • Fluency in English (near native level) with working knowledge of German or French (Luxembourgish a plus);
  • Understanding of and experience with individuals who are English Language Learners;

    • The successful candidates must :

  • Be passionate and enthusiastic about excellence in education and the people involved in it;
  • Be responsible for own learning and well-being : value continuous learning, collaborative work, self-reflection, and resiliency;
  • Be confident and motivated in working with students, parents and colleagues : build and maintain partnerships;
  • Be pro-active, well-organised and discrete;
  • Be adaptable to a wide range of situations, work independently as well as part of a collaborative team;
  • Be an effective communicator by reading, writing, speaking and listening confidently and reflectively as well as asking questions appropriately;
  • Be committed to the health, safety & security of children, including safeguarding;
  • Demonstrate ethical behaviour in and out of the School;
  • Be a contributor to the World, culturally sensitive, create a caring environment for students and display care, empathy and consideration for others.

    • Among main responsibilities :

    Support the Head of Teaching and Learning with all areas related to the academic programme within Grades 11-12.

  • Assist with the organization of events related to the academic programme including professional development;
  • Assist with ordering curriculum supplies to support these events as well as new programmes
  • Assist in the maintenance of documentation to support the academic programme, including meeting minutes.

    • Examination Planning & Administration

  • Register candidates for the IB
  • Receive, distribute, and file preliminary and final results certificates from the previous year.
  • Submit estimated entries reports and prepare final entries, including checking personal data with parents.
  • Receive final examination schedules from the IB, build the IB DP exam schedule with the Head of Teaching and Learning, and coordinate school calendars (including mock exams) in liaison with the Communications Office.
  • Apply to the IBO Examinations Office for timetable deviations in the event of exam clashes.
  • Plan and communicate schedules for language oral exams.
  • Oversee Grade 12 mock examinations in collaboration with staff.

    • Student Access Arrangements

  • Liaise with Learning Support teachers to determine which students require access arrangements and ensure compliance during all exams.
  • Submit requests to IT Support for computers or other equipment based on access arrangements.
  • Book examination venues, including additional rooms for students with accommodations.
  • Determine invigilator requirements, including hiring and training external invigilators to work with students with special arrangements.

    • Coordination & Communication

  • Communicate examination rules, procedures, and timetables clearly to students and parents.
  • Provide guidance on results release procedures, including distributing login codes and explaining remarking options.
  • Ensure timely communication of results to relevant teachers.

    • Coursework, Forecast Grades & Internal Assessments

  • Submit predicted grades and internal assessment marks to the IBO.
  • Determine and submit internal assessment sample requirements as requested by the IBO.

    • Logistics & Compliance

  • Receive and securely store all examination stationery and exam papers.
  • Oversee all aspects of the examination period, including :
  • Checking room preparations.
  • Managing invigilators and support staff.
  • Ensuring access arrangements are followed.
  • Handling special consideration requests for disadvantaged or absent students.
  • Ensure secure packing and dispatch of completed examination scripts to the IBO.
  • Maintain accurate records in the IBIS system and ensure compliance with data protection standards.
  • Any other duties required by the Head of Teaching and Learning, the Upper School Principal or the Director.

    • APCT1_LU

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