Student Life & Program Assistant
Madrid, - Full Time

JOB PURPOSE

The Student Life and Program Assistant is responsible for student services and general administrative and logistic support for the Bing Overseas Studies Program (BOSP) in Madrid, Spain.  As the Program Assistant, this position will serve to support the rest of the team and ensure smooth operations on a local level. The Student Life aspect of the position will require the person to actively seek opportunities to create community amongst the students and ensure a healthy, productive climate in line with the goals of the program. While this position is under the supervision of the Program Administrator and reports to the Program Director, it provides assistance to all team members.

CORE DUTIES

Student Services

  • Encourage and facilitate student participation in Program activities, helping identify barriers to inclusion.

  • Be aware of general climate among the student cohort and inform team members and/or staff of serious issues and challenges that may arise (social issues between students, barriers to integration, generalised complaints, etc.)

  • Build and foster community with Madrid cohort throughout the quarter through informal events, activities, individual student advising, and student support.

  • Communicate effectively with students while on site as well as prior to and after the program (i.e. pre-arrival logistics, alumnae communications, effective dissemination of information during the course of the program)

  • Maintenance and promotion of active social media accounts

  • Organise and actively participate in program events and field trips as required (i.e. program meals, cultural outings, social events, etc.)

  • Participate in and assist with orientation 

  • Take turns with colleagues to be reachable and ready to respond to student concerns 24/7. In the event of an emergency, respond promptly and work with the Director and other staff members to provide appropriate support

  • Respond to inquiries from students, faculty, external constituents, and staff

  • Serve as a subject matter resource to students and other constituents

Program Assistant

  • Responsible for orderly maintenance of the Center, including decoration, organisation of materials, and general image. May include but not limited to- pictures/images on walls, plants, shared calendars, bulletin boards, appropriate display of Stanford logos throughout, themed decoration (as appropriate) and timely updates.

  • Maintain office and program supplies such as toiletries, hospitality items, office and computer supplies, emergency materials, program gifts, etc. and communicate any items that need to be ordered.

  • Make restaurant, museum, and other reservations pertaining to program business/events.

  • Run local errands for the program as needed 

  • Coordinate and process group registrations/surveys/evaluations etc. needed for the proper functioning of the program, including but not limited to: Registration of students with the US Embassy, registration in Emergency Alert system, application for transportation cards, preparation of rooming lists for trips, etc.

  • Maintain accurate student data and be able to prepare necessary documents as well as use data for enrollment/registration

  • Assist with the daily operational needs of the Stanford Madrid Center, which includes receiving individuals at the Center, interfacing with local faculty, FIR, students, host families, program guests, visitors, building staff, outside vendors, facilitating their positive interaction with the Center and appropriate derivations to people/resources as required

  • Answer phones and serve as a resource on procedures and general inquiries as required.

  • Organise logistics prior to and during class and program excursions as assigned.

  • Maintenance of program archives in conjunction with the rest of the team, especially those records not directly supervised by the program administrator, or academic or housing coordinators, i.e. program photos, videos, evaluations, directories, etc.

  • Manage resources available to students (books, IT equipment, etc.) and ensure effective organisation as well as proper check-out and return procedures are being followed. This includes managing exit processes at the end of the quarter (donation of materials, return of radio guides, Bing letters, evaluations, exit interviews, etc.)

ADDITIONAL DUTIES

General Administrative and Logistic Support

  • Assist with the preparation and administration (with Director and other staff) of on-site student orientation each academic quarter and coordinate participation of outside parties

  • Advise and/or resolve multi-dimensional matters in response to students in crisis or at risk; counsel students on sensitive and confidential issues; consulting with the Director

  • Collaborate with others to help resolve program issues and concerns

  • Help with property management and equipment inventory, in accordance with Stanford University policies.

  • Be aware of and able to follow procedures relating to opening and closing of the Center.

  • Development  and maintenance of program materials and resources, such as  pre-departure materials, student guides, pre-departure and orientation materials, program protocols, emergency plans, etc.

  • Perform office duties including, but not limited to, handling of incoming and outgoing mail, entering data, reports, or spreadsheets, making copies, and monitoring and ordering supplies.

  • As requested, generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, conference and seminar materials, complex reports, brochures, and displays.

  • Advise students on a range of issues including, but not limited to, personal matters, accessibility, activities and local environment, to assist them in making appropriate choices and decisions

  • Support students’ needs and goals. Be visible, available, and approachable to students

  • Be sensitive to the needs of individuals in the group, and help students be aware of each other’s concerns

  • Provide guidance and support to students such that they can access appropriate available resources both locally and from campus

  • Maintain communication with team members and Stanford colleagues on campus (as appropriate) regarding incidents that involve student health and safety. Assist the team in resolving program issues and concerns.

MINIMUM REQUIREMENTS

Education and Experience

  • BA and two years of relevant experience

Knowledge, Skills, and Abilities

  • Native English language proficiency, both oral and written

  • An advanced level of fluent Spanish skills both oral and written to enable effective communications with others whose primary language is Spanish

  • Knowledge of both American and Spanish culture, history, and social norms

  • Demonstrated intercultural and communicative competence

  • Computer proficiency with skill in using Microsoft Word, PowerPoint, and Excel

  • Demonstrated ability to establish priorities, manage shifting priorities, and handle numerous time-sensitive projects with multiple deadlines, working independently and collaboratively as appropriate with professional colleagues both within the Center and abroad in a team-oriented environment

  • Ability to accomplish goals by tactfully working through formal and informal channels, as appropriate

  • Strong attention to detail with a high level of accuracy

  • Demonstrated public-speaking skills, in both Spanish and English. Ability to effectively prepare and present to a variety of audiences (students, colleagues, etc.)

  • Demonstrated creativity, problem solving, critical analysis, initiative, judgement, and decision-making skills

  • Understanding of working in a complex university or similar environment with proven ability to exercise patience and flexibility with students, staff, and faculty and outside constituents

  • Awareness of and sensitivity to the diverse population of Stanford University students, faculty and visitors to the Center

  • Strong interpersonal skills, adept at fostering and maintaining effective collaboration, trust, teamwork and respect

  • Must be legally authorised to work in Spain

  • May work variable hours, evenings, or weekends within Spanish legal framework

  • May travel locally and/or internationally with occasional overnight travel


Stanford University is one of the world's leading research and teaching institutions. Our mission is to educate future leaders and promote interdisciplinary, world-class research and teaching. A key aspect of this is to provide serious international educational opportunities to our students. Sustaining and developing these rich offerings is an intensely creative, rewarding, and challenging project.

For more information about the BOSP Madrid Program, please click here.

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, disability, protected veteran status, or any other characteristic protected by law.


APPLICATION DEADLINE:  16 June 2022

TARGET STARTING DATE: 1 July 2022