Housing Coordinator
7 hours ago
Madrid
HOUSING COORDINATOR - STUDENT LIFE Position: Housing - Student Life Coordinator (Permanent) Reports to: Student Life Manager, Madrid Department: Outbound Exchanges - Global Operations Location: Madrid, Spain Expected Start Date: December 2026 Who you are: In collaboration with/under the supervision of the Student Life Manager, the Student Life Coordinator supports the coordination, quality assurance, and planning of all student services programming (activities, excursions, etc.), housing and residential life. The position is responsible for supporting and carrying out the housing strategy that enhance and support the student’s experience. More generally, it is the job of the Student Life Coordinator to ensure a safe, healthy, engaging and supportive environment. The position also works in coordination with other Madrid teams, such as Program Management, to ensure a positive and highly rewarding student experience in all the Madrid programs, and supervises an assistant or intern, either seasonally or permanently. What you’ll do: Housing · Plan and coordinate student housing and accommodations arrangements that meet CIEE standards and objectives. · Support and coordinate the housing placement process and provide housing orientation to participants and CIEE homestays. · Conduct evaluations of housing and homestay hosts during each term and help plan and execute homestay host training and advising. · Coordinate trusting relationships with homestay hosts and closely track communication with housing providers to ensure maintenance requests are adequately addressed and resolved in a timely manner. · Execute and implement housing change requests and communicate end of program housing departures to all participants. · Assist with the housing strategy to ensure budget compliance and participate in negotiation with providers, and homestays, in coordination with the Student Life Manager. Student Advising and Adaptation · Create a welcoming, trusting and open environment and meet informally and frequently with students to discuss their adaptation and progress. · Help promote a best practice of health and wellness through CIEE´s student life concepts, such as Community of care, and encouraging a positive learning experience. · Serve as a resource and counsel for individual students with unique needs and student populations with specific cultural interests. · Provide referrals to individual students for professional counseling and medical services as required. · Communicate applicable codes of conduct, rule infractions and the consequences of noncompliance to participants, in coordination with Program Management. · Keep student information confidential and share relevant details when appropriate with CIEE colleagues and stakeholders, according to CIEE´s protocols. · Be available during well-published business hours for the Student Life Office and with agreed upon “open door” times to allow for regular advising with students. · Support the student social networking opportunities, such as meeting with Student Council Representatives, Ambassadors or alumni. · Participate in newsletters and social media, such as writing a blog, taking pictures, record video stories during program activities that show student life and adaptation. Orientation and Cultural Agenda · Assist and coordinate tasks regarding pre-departure and on-site orientation in consultation with the Student Life Manager and Program Management. · Help create a program of activities with cultural embedded components, and community resources that support the needs and learning goals of individual programs. · Develop and execute campus and city orientations, excursions and cultural activities; plan and help participants sign up for language exchange and volunteer opportunities. · Help to monitor student census, sign-up, and participant attendance of CIEE activities as well as participate in the evaluation process of orientation and cultural activities. · Make reservations and become familiar with Student Life Office budget, in coordination with the Student Life Office Manager, and help to implement cost savings. · Chaperone cultural activities and participate in occasional overnight program excursions, report expenses in a timely manner. Health, Safety and Security · Perform necessary due diligence to ensure a healthy and safe environment in the office, classrooms, accommodations and during trips for both students and staff. · Provide appropriate advice to participants during orientation and throughout the program to help minimize risk and increase student accountability for their own health and safety. · Monitor HSS of all assigned students; work closely with other CIEE teams to resolve cases of serious injury or illness; communicate all HSS cases to those that need to know in a timely and complete manner, following policies defined by the CIEE HSS standard operations manual. · Manage any initial low-to mid-level health, safety, security issue and accommodation welfare incident involving behavioral student issues, in coordination with Program Management. · Become familiar with first aid, bystander intervention training and sexual assault guidelines. · Participate in meetings with pertinent CIEE on site staff to update and share any participant behavioral issues, HSS patterns/trends and other related issues in CIEE arranged housing that may be associated with the participant´s physical and emotional wellbeing/illness. · In rotation with the other center staff, carry the 24-hour in-country emergency telephone. Additionally, this position requires willingness to step if/when major crisis take place with assigned students, including doctor´s or hospital visits, in close coordination with a manager or director. · Maintain open communication about student incidents (medical or of any other type) with those at who need to know, as defined by CIEE´s policies. · Participate in coordination meetings with the Program Management, Academic and Administration staff to review, consult and determine protocols and best practice for student in-country experiences, arrival/departure, orientation, and cultural activities, etc. What you’ll bring: At least three years of educational program implementation and administrative experience. Confidence, interest, and soundness of judgement to provide effective communication with participants from diverse backgrounds. Proven ability to deal calmly and empathically with students who are adapting to new learning environments. Knowledge of Spanish culture, history, business practices, and academic environment. Demonstrated problem solving skills with meticulous attention to detail, and commitment to customer service with a positive outlook. Proven negotiation skills and familiarity with budgeting processes, ideally to support housing and program-related financial decisions. Experience managing relationships with external partners, including homestays and housing providers, ensuring high-quality service and adherence to policies. Proficiency in Microsoft Office and a willingness to learn new systems. Flexibility to respond quickly to changing circumstances. A Bachelor´s Degree or equivalent. Fluency in English and Spanish. Ability to embrace CIEE’s Core Values (Excellence, Integrity, Respect, Inclusion and Problem Solving). Diversity Matters: CIEE is committed to creating an inclusive environment in which our participants and staff represent the full spectrum of backgrounds and experiences. CIEE believes that professionals with diverse backgrounds provide ideas to solve problems and find ways to advance our mission to bring the world together. Candidates from underrepresented groups with diverse backgrounds are strongly encouraged to apply. What we offer • A job in non-profit education which will further develop your intercultural and administrative skills. • A multicultural working environment with young people from all over the US. • A learning atmosphere in a growing organization. • Colleagues with a passion for international education and exchange Working Conditions The successful candidate is offered a full-time, thirty-nine (39) hour/week local work contract, paid monthly. Working hours will typically be Monday to Friday from 9:00 am to 5:30 pm, However, CIEE currently offers an additional work benefit on Fridays for this position to work from 9:00 am to 2:00 pm, based on a flex-time concept to compensate for busy “peak periods” during other times of the year. There may be occasional evening or Saturday or overnight excursions which are compensated for with recovery time. The position is an in person and student-facing role that requires employees to be based full-time in Madrid at the start of the role. In this role you will have access to participant applications and other personal student information. CIEE staff might be privy to personal, medical and/or academic problems of participants and must respect and maintain the confidentiality of such records. The position is hired with a local contract and follows all local holidays and annual vacation days.