Program Assistant, Program Operations - Business School

IE University; Madrid; Presencial; EUR 25.000 - 37.000; Jornada completa

Descripción de la vacante

IE University in Madrid, specifically the Business School, seeks a Program Assistant to join its dynamic, international team supporting academic operations and records. The role focuses on grade processing, syllabus management, and cross-department coordination, with a strong emphasis on data accuracy and service orientation.

You will work on process improvements, digitalization initiatives, and daily data handling using Excel and Microsoft 365.

Formación

• Strong organizational skills and attention to detail.
• Proactive, collaborative, and service-oriented mindset.
• Ability to manage multiple tasks and deadlines.
• Fluency in English and Spanish.

Responsabilidades

• Provide operational and administrative support for academic operations and records.
• Support ongoing projects related to logistics, planning, and coordination with departments.
• Assist in data management, grade processing, syllabus management, and transcripts.
• Apply digital tools and automation to improve processes and service quality.
• Maintain accuracy and discretion with sensitive information.

Conocimientos

Organizational skills

Project coordination

Communication skills

Multicultural teamwork

Self-motivation

Herramientas

Excel

Microsoft 365

Descripción del empleo

Overview

Are you interested in joining a dynamic and international team of professionals to transform education? IE University's Business School is looking for an Program Assistant to join its team!

Why IE University?

Every story begins with a purpose, and ours has always been about people. Founded in 1973, IE University has continuously raised the bar to drive positive change through education. We believe education is more than a path to professional success; it is a catalyst for personal transformation and meaningful impact.

At IE University, we place people and their potential at the center of everything we do, empowering individuals to become extraordinary. We encourage bold thinking and foster a culture where innovation, curiosity, and courage lead to real-world impact. Together, we create an environment where talent thrives, and ideas shape the future.

Our mission

We support students in developing impact skills to live and lead with positive impact. This ignites a ripple effect: We transform people, who then transform others, systems, society, and, ultimately, our world.

Our Purpose

To foster positive change.

Values

• Cultivate the humanistic approach.
• Empower your entrepreneurial spirit
• Cherish the diversity of people, mind, and experience
• Drive innovation with a proactive mindset

We are looking for a person to join a full-time position in Madrid - María de Molina 31

Responsibilities

Your role as a Program Assistant will involve:

• Key Responsibilities

  Operational & Administrative Support

  • Support the day-to-day execution of academic operations, including grade processing, syllabus management, electives, academic records, and other program-related activities.
  • Support short-, medium-, and long-term projects related to academic operations, logistics, planning, and coordination with other departments.
  • Ensure assigned tasks are completed accurately and within established academic and operational deadlines.
  • Handle sensitive information, including grades, student records, and academic integrity matters, with accuracy and discretion.

  Process Improvement & Digitalization

  • Support continuous improvement initiatives aimed at simplifying and streamlining operational processes.
  • Identify repetitive or manual activities that could potentially be improved, automated, or digitalized, and share opportunities with coordinators and managers.
  • Participate in digital transformation and automation projects, providing operational input, testing new solutions, and supporting their implementation when required.
  • Use available digital tools and systems effectively to improve productivity, accuracy, and service quality.
  • Demonstrate curiosity and willingness to learn about emerging tools, including AI and automation, and their potential application to day-to-day operations.

  Data Management & Digital Skills

  • Use Excel and other digital tools to capture, organize, validate, and analyze operational data.
  • Maintain accurate and up-to-date information across relevant systems and databases.
  • Support data collection and reporting activities that help monitor operational processes and identify opportunities for improvement.

  Problem-Solving & Service Orientation

  • Provide timely and effective support to Faculty, Program Management, and other internal stakeholders.
  • Address operational queries and routine issues independently, escalating more complex cases when appropriate.

Qualifications

To thrive in this role, you should possess the following qualifications:

• Qualifications & Competencies

  • Strong organizational skills and attention to detail.
  • Proactive, collaborative, and service-oriented mindset.
  • Ability to manage multiple tasks and deadlines effectively.
  • Strong interpersonal and communication skills.
  • Good working knowledge of Excel and Microsoft 365; willingness to learn and adopt new digital tools and systems.
  • Interest in process improvement, automation, digitalization, and the use of technology to improve operational efficiency.
  • Ability to learn quickly, adapt to changing priorities, and incorporate feedback.
  • Fluency in English and Spanish.
  • Experience working in a multicultural environment is a plus.

At IE University, we actively promote equal opportunities in recruitment processes and access to employment, always ensuring the absence of gender, sexual orientation, religion, age, ethnic origin, or disability bias throughout the entire selection process.