Assistant Program Coordinator, CET Barcelona

CET Academic Programs; Barcelona; On-site; EUR 23,000 - 32,000; Full time

Job summary

Italica Academy Spain, S.L. is hiring an Assistant Program Coordinator to support CET Center operations in Barcelona. The role involves reception, space preparation, errands, housing coordination, and providing admin and technical support to academic staff.

You will act as a welcoming resource for students, maintain regular communication, and participate in weekly activities and excursions. Flexibility for evenings/weekends and a 36-hour work week are required.

Qualifications

• EU or Spanish work authorization
• Experience living, working, and/or studying abroad, preferably in Barcelona
• Currently based in Barcelona city
• Advanced proficiency in both Spanish and English; Catalan is preferred but not required
• Excellent organizational, time-management and communication skills

Responsibilities

• Support the day-to-day operations of the CET Center, including reception, preparing spaces, running errands, and addressing operational needs.
• Assist with housing planning and coordinate with the Housing Residences to address and resolve housing-related issues throughout the program.
• Provide administrative, logistical, and technical support to academic staff.
• Serve as a welcoming linguistic and cultural resource for students.
• Maintain regular communication with students and contribute to a positive, inclusive, and supportive program environment.
• Participate in weekly student activities and monthly excursions as required to support student engagement and program success.
• Participate in the emergency response rotation, with 24-hour, seven-day-a-week availability throughout the assigned rotation and respond to student emergencies in accordance with CET policies and procedures.
• Maintain appropriate communication and documentation regarding significant student concerns and coordinate follow-up with relevant staff.
• Maintain timely and appropriate communication with Headquarters regarding student or program issues that require their attention.
• Communicate relevant program updates, concerns, and incidents in accordance with CET policies and procedures.

Skills

Bilingual Spanish/English

Organizational skills

Time management

Communication skills

Problem-solving

Adaptability

Tools

Microsoft Office 365

Canvas or LMS

Job description

_______________________________________________________________________________________________________

Description of the Organization

This position is hired in Spain by Italica Academy Spain, S.L., the partner organization of CET Academic Programs (CET) and Academic Travel Abroad, Inc. (ATA). Established in 2024, Italica Academy Spain specializes in operating educational programs in Spain.

Responsibilities

Assistant Program Coordinator responsibilities include but are not limited to the following:

Program Operations & Implementation

Support the day-to-day operations of the CET Center, including reception, preparing spaces, running errands, and addressing operational needs.

• Support the planning and implementation of arrivals, orientation, activities, excursions, and other program events, including occasional evening and weekend activities.


• Assist with housing planning and coordinate with the Housing Residences to address and resolve housing-related issues throughout the program.


• Provide administrative, logistical, and technical support to academic staff.

Student Advising and Support

• Serve as a welcoming linguistic and cultural resource for students.


• Maintain regular communication with students and contribute to a positive, inclusive, and supportive program environment.


• Participate in weekly student activities and monthly excursions as required to support student engagement and program success.


• Participate in the emergency response rotation, with 24-hour, seven-day-a-week availability throughout the assigned rotation and respond to student emergencies in accordance with CET policies and procedures.


• Maintain appropriate communication and documentation regarding significant student concerns and coordinate follow-up with relevant staff.

Communicating with Headquarters

• Maintain timely and appropriate communication with Headquarters regarding student or program issues that require their attention.


• Communicate relevant program updates, concerns, and incidents in accordance with CET policies and procedures.

Expected Workload and Availability

The expected workload is 36 hours per week.

The position requires high flexibility in scheduling to meet program needs.

The role is based on-site and is not remote.

Requirements

• Unrestricted EU or Spanish work authorization


• Experience living, working, and/or studying abroad, preferably in Barcelona


• Currently based in Barcelona city


• Advanced proficiency in both Spanish and English; Catalan is preferred but not required


• Excellent organizational, time-management and communication skills, with the ability to manage multiple and sometimes competing priorities


• Initiative, sound judgment, and the ability to respond effectively and calmly to unexpected situations and operational needs


• Proficiency with Microsoft Office 365, including Word, Excel, PowerPoint, Outlook, and Teams


• Working knowledge of Canvas or another learning management system (LMS)


• Comfort working with classroom technology and troubleshooting basic technical issues


• Cultural sensitivity and a commitment to Justice, Equity, Diversity, and Inclusion


• Willingness to take on a variety of administrative, academic, student-facing, and operational responsibilities as needed


• Patience, flexibility, a positive attitude, and a sense of humor.