Student Life Team Lead

Your Responsibilities

The Student Life Team Lead is responsible for the day-to-day leadership, coordination and oversight of Student Life operations across the full student lifecycle. The role provides direct management, coaching and performance support to the team, ensures appropriate staffing and operational coverage, and maintains high standards of student service, compliance and process delivery.

The Student Life Team Lead acts as the designated substitute for the Head of Student Life when required, providing continuity of leadership and representing the department in operational matters, meetings and cross-departmental discussions.

The position maintains oversight of all Student Life areas. The Student Life Team Lead ensures that responsibilities are clearly allocated, operational risks are identified and addressed, team performance is monitored, and Student Life services are delivered consistently and effectively.

1. Team Leadership & Day-to-Day Management

· Provide day-to-day leadership, guidance and operational support to Student Life team members.

· Ensure clear allocation of responsibilities across the team in line with agreed job descriptions, task ownership and operational priorities.

· Maintain oversight of team workload and redistribute tasks where necessary to ensure continuity of service.

· Act as the first point of escalation for team members requiring support with complex student cases or operational decisions.

· Provide clear direction during busy periods, competing priorities and unexpected operational issues.

· Identify operational challenges affecting the team and propose practical solutions.

2. Shift Planning, Coverage & Resource Coordination

· Prepare and coordinate Student Life team schedules and shift coverage.

· Ensure appropriate staffing for the Student HUB, registration, registration finalisation, orientation, graduation, events and other student-facing activities.

· Monitor annual leave, planned absences and team availability when preparing coverage.

· Arrange alternative coverage where required to minimise disruption to student services.

· Ensure appropriate staffing levels during peak intake periods and high-volume student lifecycle activities.

· Ensure fair and balanced distribution of operational responsibilities across the team.

3. Performance Management & Individual Development

· Conduct regular one-to-one meetings with assigned team members on quarterly basis.

· Support the implementation and monitoring of individual KPIs and development objectives.

· Conduct or support formal performance reviews in accordance with institutional requirements.

· Identify performance gaps and agree clear improvement actions where required.

4. Student HUB & Student Service Oversight

· Oversee the effective operation of the Student HUB and ensure appropriate daily team coverage.

· Support colleagues with complex, sensitive or escalated student enquiries.

5. Registration & Registration Finalisation Oversight

· Coordinate Student Life operational readiness for each registration period.

· Ensure appropriate staffing and shift coverage for on-campus registration and registration finalisation.

· Monitor registration and finalisation progress and ensure outstanding cases are actively followed up.

6. Attendance, Retention & Interruptions of Studies Oversight

· Maintain operational oversight of Student Life attendance and interruptions-related responsibilities.

· Support the team in ensuring attendance monitoring, warnings and follow-up activities are completed accurately and on time.

· Review complex attendance cases and advise on appropriate next steps.

· Support appropriate handling of authorised absences, term breaks, deferrals, course/location changes and other student-status matters.

7. Code of Conduct, Disciplinary & Probation Oversight

· Provide guidance to team members handling informal and formal disciplinary matters.

· Ensure disciplinary cases are managed in line with relevant policies and procedures.

· Participate in the Disciplinary Hearings.

8. Events, Orientation & Graduation Oversight

· Maintain oversight of the Student Life events calendar and ensure adequate team support for planned activities.

· Support the planning and successful delivery of orientation across relevant intakes and formats.

· Review operational readiness, staffing, communications and stakeholder coordination for major orientation activities.

· Act as a host during the Orientation evens.

· Support planning and delivery of information sessions, pathway sessions, workshops, wellbeing activities and other student-facing events.

· Maintain oversight of graduation preparation and ensure Student Life responsibilities are appropriately allocated.

9. Partner Coordination & External Relationships

· Support effective operational coordination with academic and external partners relevant to Student Life activities.

· Ensure partner requirements relating to registration, student-status changes, credentials and reporting are appropriately allocated and completed.

10. Student Letters, Records & Administrative Quality

· Ensure Student Life letter requests and related administrative processes are appropriately covered within the team.

· Monitor service standards and turnaround times for student documentation.

· Support team members with complex or unusual letter requests.

11. Mailbox & Communication Oversight

· Maintain sufficient team coverage during absences and busy periods.

· Monitor response times and support adherence to agreed service standards.

· Ensure student enquiries are assigned to the appropriate responsible colleague.

12. Process Quality & Continuous Improvement

· Regularly review Student Life workflows to identify inefficiencies, duplication or operational risks.

· Ensure key Student Life processes are appropriately documented in task guides, procedures and supporting materials.

· Support updates to procedures following policy, system or organisational changes.

13. Stakeholder Management

· Maintain effective working relationships with BSBI partners.

· Follow up proactively where actions from other stakeholders affect Student Life delivery.

· Represent Student Life in relevant operational meetings or validation events when required.

12. General Responsibilities

· Act as a role model for professionalism, accountability and student-focused service within the team.

· Maintain confidentiality and ensure appropriate handling of student and employee information.

· Ensure compliance with relevant policies, procedures and data protection requirements.

· Support the Head of Student Life in implementing departmental priorities and operational decisions.

· Support the team during peak periods and significant student lifecycle activities.

· Maintain up-to-date knowledge of Student Life processes and institutional developments.

· Undertake other reasonable leadership and operational responsibilities aligned with the scope and seniority of the role.

Your profile

· Bachelor’s degree or equivalent relevant professional experience.

· Experience in student services, higher education administration or a comparable service environment, including line management.

· Strong leadership and coaching skills, with the ability to motivate staff, support development and manage performance.

· Excellent communication and interpersonal skills, with an empathetic, approachable and student-focused attitude.

· Strong organisational and problem-solving skills, with the ability to prioritise workloads, remain calm under pressure and adapt to changing demands.

· Sound judgement, discretion and confidence in handling sensitive situations and building effective working relationships.

· Excellent written and spoken English and a minimum B1 level in German.

Preferred qualifications

· Experience in German higher education or an international education institution.

· Experience managing larger teams across multiple operational functions.

· Knowledge of student lifecycle processes, including registration, attendance, retention and student conduct.

· Experience in service improvement, partner coordination or the delivery of student events.

Why us?

About us

GUS Germany GmbH (GGG) is an innovative and dynamic network of world-class higher education institutions that is committed to empowering students with the knowledge and skills they need to make a positive impact in the world. Our mission is to foster visionary leaders who can drive meaningful change for society.

With a strong presence in Germany, Europe, and beyond, GGG is made up of several well-known brands, including UE (University of Europe for Applied Sciences), BSBI (Berlin School of Business & Innovation), htk academy, and GISMA University for Applied Sciences. Our thriving student body of over 10,000 learners across our institutions benefits from a wide range of academic disciplines, such as business, technology, data science, engineering, sports, and fine arts.

As part of the Global University Systems (GUS) network, which comprises over 48 universities across Europe, the USA, Australia, Asia, and South America, with over 87,000 students, we are dedicated to providing exceptional learning experiences to our students.

At GGG, we are committed to creating a supportive and inclusive work environment where everyone can thrive. Our employees play a vital role in ensuring that our students succeed at every step of their career path. Join our team and be a part of a culture of innovation and excellence in education.  www.gusgermany.com