Program Coordinator

Academic Affairs and Career Service Department

The Academic Affairs and Career Service Department’s mission is to help the students, participants, and alumni to position themselves in their careers, offering a complete career-experience, composed of both academic offering in the form of masters, summer schools, and professional courses, as well as career advice and job opportunities through partners and other companies.

The Program Coordinator gives service to the master students, faculty, and short course participants in everything related to the academic program, i.e., its requirements, policies, procedures, and development at large. S/he also provides financial and administrative support.

Reports to the Institutional Relations and Academic Manager and on operational issues to the Head of Program Coordination.

WHAT YOU WILL DO:

Student and Participant Coordination:

Serve as the students’/participants’ liaison in order to assist them in successfully achieving an optimal academic experience.

Interpret and explain the School’s policies, program responsibilities, and procedures.

Coordinate the communication for the prospective students who have confirmed their seats, advising of academic procedures and program requirements.

Ensure students' compliance with program requirements and monitor students’ progression to ensure continued progress toward completion of the degree requirements. Monitor GPAs.

Maintain student records.

Academic Programs Coordination:

Assist master directors and faculty in anything related to the academic program. development during the academic year.

Set the academic year and courses calendar, and reserve classrooms.

Plan and organize logistics for the programs, ensuring their smooth operation.

Ensure logistics for faculty and invited guests as well as catering, audiovisual equipment, travel accommodations, transportation, and other needs.

Prepare the faculty and other agreements.

Prepare course material.

Coordinate courses registration and changes of schedules, classrooms, or other modifications of the usual behaviour of the master.

Assist in organizing academic events such as Graduation, Welcome, and Orientations sessions.

Academic Secretary:

Lead the internal documentation audit with the UPF.

Coordinate the validation of admission/access academic documents for the official master programs with the admissions department.

Preparation and validation of the academic documentation (certificates, diplomas, transcripts, scholarships). Closing final grade reports at the end of the academic year.

Continuous review and improvement of academic secretarial procedures.

Coordination of non-regulated courses:

Lead and/or assist in the planning and execution of the non-regulated courses at the school, including but not limited to the following tasks:

Assist Institutional Relations and Academic Manager, course directors, and faculty in anything related to their courses during the academic year.

Prepare the teaching contracts.

Set the courses’ calendar and reserve classrooms.

Plan and organize logistics for the programs, ensuring their smooth operation.

Ensure logistics for faculty and invited guests as well as catering, audiovisual equipment, travel accommodations, transportation, and other needs.

Coordinate course registration and changes of schedules, classrooms, or other modifications of the courses.

Organize and attend social events related to the non-regulated courses.

Budgetary, Administrative, and Website Support:

Assist in the development of yearly program budgets.

Track and monitor program budgets and alert in case of expected deviations.

Maintain budget and track expenditures, including travel and accommodation.

Assist the academic management team of the School.

Keep the website up-to-date for the regulated and non-regulated courses (ex: syllabus, content).

WHAT YOU NEED:

Fluency in English is a must, other languages are a plus.

At least 2-3 years’ experience in a similar position is desired.

Having experience in Academic Secretary is a plus.

Having worked abroad is a plus.

Customer-oriented.

Analytical and planning skills, and the ability to meet deadlines.

CRM and Business Intelligence knowledge, as well as MS Office software.

Ability to multi-task in a fast-paced environment.

Positive, passionate, and dynamic.

Team player used to work with diversity and multi-disciplinary teams.

Excellent time-management and organizational skills.

Detail-oriented and efficient.

WHAT WE OFFER

Open-ended contract.

Competitive compensation adjustable according to the candidate’s experience.

Good work environment.

Possibility of one to two remote working days per week.

Flexible compensation through ticket restaurant, ticket transport and ticket kindergarden.

Work location:

Ciutadella Campus, Bellaterra Campus and remote work.

The School's values are commitment, community, excellence, flexibility, and passion.

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