HR Assistant for External Academic Team

The Academic External Services Coordinator is responsible for managing the full end-to-end assignment lifecycle for freelance academic teaching across multiple higher education institutions within the GUS Group.

This role ensures efficient identification, evaluation, onboarding, and documentation of freelance lecturers and academic experts while supporting compliance and reporting requirements for various entities across different locations.



Key Activities & Responsibilities:

End-to-End Onboarding for Freelance Academic External Teaching

• Manage the full assignment cycle for freelance lecturers across various subject areas and locations
• Work closely with academic leadership to understand teaching requirements, subject expertise needs,
  and course scheduling demands
• Execute screening, qualification checks, interview coordination and preparation of agreements for
  academic teaching freelancers
• Ensure consistent, compliant, and high-quality onboarding processes for freelance academic
  externals across all GUS higher education brands

Talent Pipeline Management

• Build, maintain, and expand a strong freelance academic talent pipeline for future teaching needs
  across universities and higher education entities within the GUS Group

Data & Documentation Management

• Manage all applicant documentation, including academic credentials, teaching references and
  compliance documents along with our academic department
• Ensure all freelance academic candidates are accurately documented as per our internal procedure

Reporting & Compliance

• Prepare annual/monthly reports and documentation required by internal stakeholders and external
  bodies for different purposes
• Ensure all process steps meet compliance standards for freelance academic staff in Germany and
  other relevant regions
  

Stakeholder Collaboration

• Collaborate closely with academic departments, scheduling teams, HR, and compliance units across
  multiple institutions
• Support responsible managers by advising on academic qualification requirements, documentation
  standards, and best practices

Your profile:

• 2+ years of experience in HR, Talent Acquisition, or Academic Recruitment
• Experience supporting freelance, adjunct, or academic teaching recruitment is an advantage
• Hands-on experience working in a computerized HR environment, including the use of Applicant Tracking Systems (ATS), Human Resource Information Systems (HRIS), or Customer Relationship Management (CRM) platforms
• Strong Microsoft Excel proficiency, with experience generating reports, managing large datasets related to recruitment or employment records and metrics
• Experience working with HR databases, recruitment dashboards, or reporting tools is an advantage.
• Excellent organizational skills and attention to detail, particularly when handling high volumes of candidate data and documentation
• Strong English communication skills, both written and spoken
• Excellent stakeholder management and relationship-building skills
• Ability to work effectively in a fast-paced, multi-brand, and international environment
• Proactive, innovative mindset with a continuous improvement approach

Work Arrangement

• Work Schedule: 8AM Berlin time (4:00 PM to 1:00 AM)
• Work Location: Robinsons Zeta Tower, C5 Road, Ugong Norte, Quezon City. The area is beside Opus Mall and across Tiendesitas and IPI Pasig. It is accessible from Ortigas CBD, Eastwood, C5 Road, and Rizal areas
• This is an on-site position for 4 months, with the option to transition to a hybrid work set up of once a week after successfully passing the 3rd month performance review.