Housing Assistant- IES ABROAD MADRID TEMPORARY POSITION

IES Abroad Madrid; Comunidad de Madrid; On-site; EUR 28,000 - 36,000; Full time

Job summary

IES Abroad Madrid is seeking a Housing & Emergency Support Assistant to back up the Housing Coordinator in delivering high-quality housing for visiting students. The role involves assisting with housing questions, communicating with providers, and supporting emergency response activities.

The assistant will maintain relationships with housing partners, participate in on-call emergency coverage, and coordinate with the Health & Safety Coordinator and Student Affairs to ensure student wellbeing

Qualifications

• Bachelor’s degree required in English Philology, Psychology, Tourism, Communications, International Relations, Education, or related field.
• Near-native English with professional Spanish proficiency.
• Legal eligibility to work in Spain and availability for evening/weekend/on-call coverage.
• Strong organizational and administrative skills with experience in housing or student services could be an asset.

Responsibilities

• Assist students with housing-related questions, concerns, and requests.
• Provide information on housing policies, procedures, and community standards.
• Help students navigate housing challenges and communicate with housing providers.
• Monitor and document housing issues and escalate as needed.
• Support housing transitions, check-ins/check-outs, and documentation.

Skills

Near-native English

Spanish proficiency

Microsoft Office

Excellent communication

Organizational skills

Education

Bachelor's degree in English Philology

Bachelor's degree in Psychology

Bachelor's degree in International Relations

Tools

Microsoft Office

Job description

The Housing & Emergency Support Assistant (HESA) will support the Housing Coordinator in providing a high-quality housing experience for IES Abroad students while serving as a key resource for accommodation-related matters. The HESA will assist students throughout the housing process, help resolve housing concerns, maintain relationships with housing providers, and contribute to the overall wellbeing and safety of students. In addition, the HESA will participate in the Center's emergency response system by carrying the emergency phone according to the established on-call schedule and assisting with emergency situations affecting students. The HESA will maintain regular communication with the Housing Coordinator, Health & Safety Coordinator, Student Affairs team, and other Center staff to ensure a coordinated approach to student support and risk management.

Primary Responsibilities

Student Housing Support

• Assisting students with housing-related questions, concerns, and requests.
• Providing information regarding housing policies, procedures, expectations, and community standards.
• Helping students navigate housing challenges and facilitating communication between students and housing providers.
• Monitoring and documenting student housing issues and escalating concerns when necessary.
• Supporting students during housing transitions, room changes, and accommodation adjustments.
• Recording student interactions and housing-related concerns for reporting and follow-up purposes.

Housing Administration and Provider Relations

• Assist in coordinating student housing placements and accommodations.
• Maintain housing records, databases, and student accommodation documentation.
• Support housing check-ins, check-outs, arrivals, and departures.
• Communicate regularly with landlords, residence staff, host families, and other housing providers.
• Assist in resolving accommodation concerns in collaboration with housing partners.
• Support housing inspections, inventories, and quality assurance processes.
• Contribute to evaluating housing services and identifying opportunities for improvement.

Emergency and On-Call Support

• Participate in the Center's rotating emergency phone schedule, including evenings, weekends, and holidays as assigned.
• Respond to student emergencies involving housing, health and wellbeing, safety concerns, travel disruptions, or other urgent situations.
• Serve as an initial point of contact for students requiring emergency assistance.
• Coordinate with the Health & Safety Coordinator, Center leadership, housing providers, emergency services, and other stakeholders when responding to incidents.
• Maintain accurate documentation of incidents and actions taken.
• Follow established emergency response and risk management protocols.
• Escalate serious or complex situations appropriately.

Daily Office Hours and Student Contact

• Maintain a visible and approachable presence throughout the Center.
• Hold regular office hours for students seeking support or assistance.
• Be available to discuss housing concerns, provide updates, and facilitate solutions.
• Build positive relationships with students and serve as a resource throughout the semester.
• Participate in orientation activities and provide housing information to incoming students.
• Conduct proactive outreach to students experiencing housing-related difficulties.

Student Activities and Program Support

• Participate in student activities, cultural events, field trips, and excursions as required.
• Assist with orientation programs, arrival activities, and transition support.
• Support evening and weekend programming when needed.
• Contribute to creating a positive student experience through active engagement and support.
• Collaborate with Student Affairs and other Center teams on student-focused initiatives.

Other Duties

• Assist with preparing housing reports and administrative documentation.
• Support communication initiatives related to housing, health, safety, and student wellbeing.
• Contribute to housing-related resource development and student information materials.
• Perform other duties as assigned to support Center operations and student success.

Reporting Line

• Reports directly to the Housing Coordinator for all housing-related responsibilities and operational matters.
• Reports functionally to the Health & Safety Coordinator regarding emergency response procedures, incident reporting, risk management, health and safety protocols, and participation in the rotating emergency phone system. Collaborates closely with the Student Affairs, Academic Affairs, Housing, and Leadership teams.

Required Qualifications

• Bachelor's degree in English Philology, Psychology, Tourism, Communications, International Relations, Education, or a related field.
• Near-native command of the English language.
• Professional proficiency in Spanish.
• Legal ability to work in Spain, including short-term contracts if applicable.
• Availability to participate in evening, weekend, and emergency on-call coverage as required.
• Ability to travel between housing locations and Center facilities when necessary.
• Strong organizational and administrative skills.
• Proficiency in Microsoft Office applications.

Preferred Qualifications

• Experience within the U.S. university system and/or working with U.S. university students.
• Familiarity with U.S. collegiate academic and social cultures.
• Experience living, studying, or working abroad.
• Experience in housing administration, hospitality, student services, residence life, or customer service.
• Knowledge of Madrid housing resources and local community services.
• Experience responding to student emergencies or providing student support services.

Knowledge, Skills, and Abilities

• Meaningful understanding of students from a variety of personal, social, economic, and academic backgrounds.
• Strong interpersonal, communication, and customer service skills.
• Demonstrated ability to collaborate effectively and build professional relationships.
• Ability to remain calm and make sound decisions in challenging situations.
• Strong problem-solving and conflict-resolution skills.
• Ability to manage multiple priorities simultaneously.
• Attention to detail and accurate record-keeping skills.
• Commitment to student wellbeing, inclusion, and support.
• Ability to exercise good judgment and maintain confidentiality.