Academic Assistant (temporary)
20 hours ago
Valencia
Position – Temporary Academic Assistant, Madrid Position: Academic Assistant (full-time, permanent) Department: Outbound Exchanges – Global Operations Reports to: Academic Director, Madrid Job Location: Madrid, Spain Expected Start Date: December 1, 2025 (or December 15, 2025) Expected End Date: May 29, 2026 (or June 15, 2026) Who we are: CIEE is a global organization, staffed with dedicated problem-solvers adept at collaboration across teams and time-zones. Our international staff operates the largest nonprofit network of study abroad centers at 30+ locations around the world. Since 1947, we have promoted peace by cultivating intercultural understanding and preparing people to thrive in a globally interdependent and culturally diverse world. Who you are: The Academic Assistant supports key operational and academic functions for CIEE Madrid. Working closely with and under the guidance of the Academic Coordinators and Academic Director, the Assistant helps facilitate the coordination, quality, and day-to-day planning of courses and academic programming throughout the year. In general, the role contributes to smooth processes related to faculty support, course registration, class scheduling, and course delivery. The Assistant also helps maintain a positive and effective learning environment by implementing CIEE’s Academic Affairs policies and procedures and collaborating with other Madrid teams. What you´ll do: Administrative and Academic Tasks -Assist in coordinating the scheduling of all CIEE Madrid courses and co-curricular class activities. -Support the tracking of instructor feedback and course evaluations for all CIEE-taught courses. -Assist the Academic Director in implementing action plans for faculty development and supportclassroom observation processes in line with CIEE academic protocols. -Provide support to the Academic Director in program development, including new and existingacademic tracks, short-term programs, custom programs, and other academic initiatives. 2/4 • Support the placement process for local, for-credit internships and academic projects (practice-based seminars) in collaboration with the Program Management team., • Help record final course selections and student grades at the end of each program, in coordination with Program Management., • Facilitate communication between students, parents, and home institutions when appropriate and aligned with CIEE policies., • Maintain active coordination with other CIEE teams and assist Program Management with unique participant cases throughout the program., • Track course pre-selection processes and support Program Management in ensuring student registration at host institutions and CIEE; assist with monitoring academic performance and attendance, reporting unusual circumstances to the Academic Team., • Serve as a resource for students with individual academic needs by coordinating support related to accommodations, tutorials, learning needs, and exam schedules., • Help ensure compliance with learning platform standards (e.g., Canvas)., • Assist in communicating codes of conduct, attendance expectations, and consequences for noncompliance in coordination with Program Management., • Maintain confidentiality of student information and share relevant details with colleagues only as appropriate under CIEE protocols., • Maintain availability during established business hours and designated “open door” advising times., • Support student engagement initiatives such as Student Council Representatives, Ambassadors, or alumni events., • Contribute to newsletters and social media through blog writing, photography, or video content that highlights student learning and adaptation. Orientation and Co-Curricular Activities • Assist with pre-departure tasks, on-site orientations, and co-curricular activity coordination, under the guidance of the Academic Director., • Track and code expenses for instructional materials and activities in a timely manner and assist in identifying cost-saving opportunities., • Help explain academic expectations and cultural experiences related to the classroom or host institution environment., • Support the development and delivery of academic orientations, using CIEE protocols and presenting sessions interactively., • Assist in drafting academic program materials such as promotional content, catalogue descriptions, handbooks, course syllabi, and instructor profiles., • Collaborate with CIEE instructors to help design co-curricular activities with cultural components that support course goals., • Accompany students on co-curricular outings, cultural activities, day trips, and occasional overnight excursions, as needed and coordinated by the Academic Director. Student Academic Accommodations and Welfare • Promote student well-being and positive learning., • Support coordination of medical cases that impact student attendance or academic performance, ensuring timely follow-up in accordance with CIEE policies., • Participate in meetings with relevant staff to share updates on student conduct or concerns related to physical or emotional well-being., • Become familiar with emotional first aid, bystander intervention guidelines, and sexual assault response protocols., • Take part in the emergency phone rotation with other center staff and be prepared to support students in crisis situations, including medical visits, under the direction of a coordinator, manager or director., • Participate in cross-team coordination meetings (Program Management, Academics, Administration) to review and plan for orientation, arrival/departure procedures, cultural activities, and overall student learning experiences. What you´ll bring: • Willingness to grow professionally and contribute to the development of students, faculty, and the organization., • At least one year of experience supporting educational program implementation and academic or administrative operations., • Familiarity with U.S. higher education and experience working directly with U.S. college students., • Ability to communicate effectively and professionally with faculty, including adjunct instructors and senior scholars, while providing reliable coordination and support., • Ability to track, code, and monitor expenses related to instructional and academic budgets., • Strong interpersonal skills and sound judgment when interacting with participants from diverse backgrounds., • Demonstrated ability to assist students calmly and empathetically as they adjust to new academic and cultural environments., • Strong problem-solving skills, attention to detail, and a commitment to high-quality customer service with a positive attitude., • Ability to work collaboratively, contributing effectively to team tasks and adapting to different roles as needed., • Proficiency in Microsoft Office and willingness to learn new software and institutional systems., • Flexibility and adaptability in responding to changing needs, schedules, or program circumstances., • A Vocational Training and/or Bachelor´s Degree or equivalent., • Fluency in English and Spanish., • Ability to embrace CIEE’s Core Values (Excellence, Integrity, Respect, Inclusion and Problem Solving). What we offer: • A job in non-profit education which will develop your intercultural and administrative skills., • Colleagues with a passion for international education and exchange., • A multicultural working environment with young people from all over the US., • A learning atmosphere in a large, growing organization. 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 of 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. 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. Why work with us: • You will change the world. CIEE programs build bridges between different people, differentcountries, and different cultures. We help young people participate in high-qualityinternational exchange and study abroad programs that bring the world together. We changelives, our alumni change the world. Be part of the change!, • You will be part of a fast-paced, international, diverse, and collaborative team ofprofessionals. Committed to excellence and solving whatever problem the world throws atthem, CIEE professionals work on international teams and are dedicated to advancing our 75-year-old mission to make the world a more peaceful place.
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