The University of California Education Abroad Program (UCEAP) is committed to promoting excellence through diversity, equity, and inclusion. In keeping with the academic mission of the University of California, UCEAP recognizes that diversity is essential to achieving excellence and strives to create a welcoming, accessible, and inclusive environment where all individuals can contribute and thrive. UCEAP upholds the principle of equal opportunity for all and adheres to the University of California Diversity Statement .

As the University of California's systemwide education abroad organization , UCEAP inspires and empowers integral learning. Since 1962, UCEAP has served more than 100,000 UC students and welcomed over 30,000 international exchange students, advancing the University's commitment to accessible, academically integrated international education. Today, UCEAP supports more than 6,000 student participants annually across more than 40 countries through academically rigorous study, research, internship, and experiential learning opportunities.

Guided by our values of integrity, collaboration, agility, inclusion, and stewardship , we work with faculty, campuses, and global partners to prepare graduates to lead, serve, and contribute in California and around the world.

To support students and partner institutions around the globe, UCEAP operates a network of Study Centers that provide local leadership, student services, and program oversight.

The UCEAP Madrid Study Center supports academic programs serving approximately 700 students annually at two partner institutions in Madrid.

Learn more about UCEAP at uceap.universityofcalifornia.edu .

Position

Gross Annual Compensation Range: €27,700

Employment Type: Permanent; full-time 40 hours/week

Application Deadline: Apply by 11 August 2026 for primary consideration; open until filled

: See Attached

Other: For full consideration, please include a resume and a cover letter as part of your application.

About The Position The Madrid Study Center operates from two office locations at Carlos III University and Complutense University, and all staff work collaboratively across both sites.

The Program

Assistant will work at each location on a rotating basis to support students, programs, and office operations.

The Program Assistant plays an important role in helping students have a successful and rewarding study abroad experience. As a member of a small, collaborative team, you will provide front-line support to students throughout their time in Madrid, assist with academic and administrative processes, coordinate student events and activities, and contribute to the day-to-day operations of both locations.





The position also includes participation in an after-hours emergency on-call rotation during program terms and occasional evening and weekend work to support student programs and activities.

This is an excellent opportunity for someone who enjoys working with students and is passionate about intercultural exchange and higher education.

What You'll Do

Key responsibilities include

- Serve as a primary point of contact for students, providing information and support throughout their study abroad experience.

- Assist students with orientation, health insurance, housing resources, and other aspects of student life.

- Assist with student enrollment and registration for academic courses and related experiential learning opportunities (such as internships, if applicable).

- Support student well-being by responding to routine concerns and referring more complex matters appropriately.

- Assist with planning and coordinating orientations, cultural activities, field trips, and student events.

- Provide routine academic support, including course registration guidance and maintaining student records.

- Serve as the primary advisor of the UCSPAN student association (UCEAP students and reciprocity students) and other student engagement initiatives.

- Perform general administrative duties, including maintaining databases, preparing correspondence and program materials, scheduling meetings, and supporting office operations.

- Assist with Study Center communications and outreach including maintaining website updates.

- Support social media initiatives to improve brand awareness and engagement across all channels.

- Build and maintain positive relationships with partner institutions and local stakeholders.

- Participate in an after-hours emergency on-call rotation during program terms and occasionally work evenings or weekends to support student programs and activities.

Requirements

Education

Bachelor's Degree in related area and/or equivalent combination of experience/training.

Work Experience

1-3 years' experience in higher education program administration or equivalent combination of training and work experience.

Knowledge, Skills and Abilities:

- Professional English and Spanish verbal and written communication skills, typically equivalent to CERF level B2 or higher. Skill in obtaining and conveying information clearly and with accuracy.





- Good interpersonal skills with proven ability to develop rapport and engage with students with sensitivity including appropriate referrals.

- Personable, enthusiastic, and interested in international exchange programs.

- Multicultural competencies; ability to work with diverse groups to achieve results,

- Commitment to valuing diversity and creating an inclusive work environment.

- Demonstrated ability to listen, learn, and build trust among faculty, staff, students, and other constituents.

- Previous customer service experience and knowledge of internal and external customer service principles and practices.

- Basic knowledge of advising and counseling techniques.

- Demonstrated initiative and proactive approach working both independently and as part of a team.

- Experience working in an office environment and working knowledge of basic administrative functions.

- Knowledge of local higher education environments.

- Skill in prioritizing numerous tasks to maintain organization and efficiency in completing work accurately and in a timely manner.

- Good judgment and ability to use discretion, maintain data privacy, and maintain all security and confidentiality with sensitive and personally identifiable information (PII).

- Working knowledge of MS Office or similar, cloud-based computing and collaboration platforms (MS Teams, SharePoint, etc.), virtual meeting platforms, including MS Teams and SharePoint or equivalent, familiarity with social media platforms; and a willingness to learn other applications and technologies, as needed.

- Ability to take initiative and occasionally work with limited oversight, adjust to varying workloads, and meet various deadlines with interruptions and conflicting deadlines.

Desirable: Strong professional English and Spanish verbal and written communication skills, typically equivalent to CERF level C1 or higher; Higher education administration experience in the field of study abroad;

Experience studying, working, or living abroad; Knowledge of the structure and organization of U.S. higher education;

Experience planning events such as student orientations;

Experience making appropriate referrals to support services, including health and counseling.

Other information

Other Special Conditions Of Employment

- Must be legally authorized to work in Spain

- Must be available to work occasional evenings and weekends to participate in student activities and meetings, and participate in an after-hours on-call rotation to respond to student emergencies.

- Satisfactory completion of a background check including a criminal check where permissible

- Ability and willingness to travel domestically and abroad on an occasional basis.

📌 Program Assistant (Madrid, Spain) (Getafe)
🏢 University of California Education Abroad Program
📍 Getafe