Position – Program Coordinator, Madrid

Position: Program Coordinator (full-time, permanent)

Department: Outbound Exchanges – General Operations

Reports to: Program Manager / Senior Program Coordinator, Madrid

Job Location: Madrid, Spain

Expected Start Date: October 15, 2026 (no later than November 10, 2026)

Gross/ bruto salary range: 25,000-28,000 Euros

Who we are

CIEE is a nonprofit study abroad and intercultural exchange organization that transforms lives and builds bridges between individuals and nations through study abroad and international exchange experiences that help people develop skills for living in a globally interdependent and culturally diverse world.

Who you are

As a Program Coordinator, you will play a key role in shaping the experience of students participating in CIEE programs in Madrid. You will be one of the first people students connect with and a trusted advisor throughout their journey abroad. From pre-departure advising to on-site support, you will help students navigate academic, cultural, and personal challenges while encouraging them to make the most of their time in Spain.

This highly collaborative role combines student support, program management, health and safety oversight, cultural engagement, and stakeholder communication across a variety of College, High School, Professional, and Custom programs. Every day offers the opportunity to help students grow in confidence, develop intercultural competence, and gain meaningful experiences in a new environment. This role is deeply rewarding and requires resilience, professionalism, and sound judgment.

Supporting student growth sometimes means having difficult conversations, explaining program policies and protocols to students and parents, addressing conduct concerns, and helping participants learn from challenging situations.

What You´ll Do

Academic:

- Advise students before departure and during their time in Madrid.
- Support course pre-selection, registration, attendance monitoring, and academic progress.
- Coordinate academic support resources, accommodations, tutoring requests, and academic interventions.
- Hold regular check-in meetings with students on their academic progress while tracking challenges and achievements at their host institution.
- Partner with Academic staff to address student concerns and promote successful outcomes.

Student Support: Student Support & Conduct

- Become familiar with assigned students’ profiles, backgrounds, and U.S. home school contexts to provide informed and responsive support throughout the program.
- Provide proactive support to assigned students throughout the program, including orientation, regular check-ins, and guidance related to well-being, adjustment, and culture shock.




- Coordinate with the SLO team on orientation and student support logistics and communicate significant or unusual student concerns to program leadership.
- Provide appropriate emotional first aid and facilitate referrals to medical or other professional services when needed.
- Communicate CIEE policies, participant agreements, and codes of conduct, and address conduct concerns in coordination with program leadership.
- Lead students conduct meetings, issue warnings or letters of concern, and take appropriate follow-up action when standards are not met.
- Maintain accurate and timely documentation of student incidents and interventions in Salesforce and other case-management systems.
- Support student engagement by chaperoning selected excursions and creating opportunities for intercultural learning and exploration.
- Deliver embedded intercultural training to assigned student groups and contribute to a positive, inclusive, and supportive program environment.

Health, Safety and Security:

- Monitor the wellbeing of assigned students and respond to welfare concerns.
- Support students in accessing medical, mental health, and other support services.
- Coordinate with other CIEE teams on health, safety, and security cases.
- Participate in a rotating emergency phone schedule, with additional support for critical emergencies.
- Support emergency response efforts, including hospital visits, when required.
- Become familiar with concepts of bystander interventions, first aid, community of care and others and act as a role model for students in these areas.

Program Management and Evaluation:

- Support arrival and departure logistics, student tracking, orientation delivery, and front-line program management.
- Assist with program evaluation campaigns, reporting, and continuous student program improvement initiatives.
- Support faculty led custom programs, internships/service-learning coordination, stakeholder visits, and special projects as assigned.
- Contribute to program communications, social media content, and participant engagement efforts.
- Other duties as assigned.

Knowledge Skills and Requirements

- Bachelor's degree.
- Minimum three years of experience in program coordination, student services, administration, or similar.
- Fluency in English and Spanish, both written and spoken.
- Excellent interpersonal, communication, and conflict-resolution skills.




- Strong organizational skills and attention to detail.
- Experience working with diverse populations and providing customer service support.
- Sound judgment and confidence handling sensitive or challenging conversations.
- Proficiency in Microsoft Office and the ability to learn new systems and technologies.
- Proven flexibility and ability to adapt to changing priorities.
- Authorization to work in Spain.
- Knowledge of Spanish culture, history, higher education, and business environments.

What we offer

- A job in non-profit education which will develop your intercultural and administrative skills.
- Colleagues with a passion for international education and exchange.
- A multicultural working environment with young people from all over the US.
- A learning atmosphere in a large, growing organization.

Working Conditions

- Full-time, permanent position based in Madrid, Spain (39 hours per week).
- Spanish employment contract with statutory holidays and vacation, plus seven additional paid holidays annually.
- Typical schedule: Monday to Thursday, 9:00 a.m.-5:30 p.m.; Friday, 9:00 a.m.- 2:00 p.m.
- Occasional evening, weekend, and holiday work required to support student arrivals, orientations, excursions, events, and emergencies.
- Participation in a rotating 24/7 emergency phone schedule, with training, established protocols, and management support provided.
- Time worked outside regular hours is compensated through recovery time and the Friday flex time policy (ending at 2 pm and not 5.30pm).
- Local travel within the Madrid area may be required as part of student support and program delivery.
- Eligibility for CIEE's remote work policy after one month of employment.
- Requirement in handling confidential student information with professionalism, discretion, and respect for data privacy.
- As part of CIEE's commitment to student safety, employees who work with minors are required to maintain current safeguarding clearances, including any annual certifications or criminal record checks required by Spanish law.

Diversity Matters CIEE is committed to creating an inclusive environment in which our participants and staff represent the full spectrum of backgrounds and experiences. CIEE believes that professionals with diverse backgrounds provide ideas to solve problems and find ways to advance our mission to bring the world together. Candidates from underrepresented groups with diverse backgrounds are strongly encouraged to apply.

While we carefully consider each applicant, please understand that we receive a high volume of applications, and our team recruiters will only be contacting those candidates who are moving forward to the interview stage.

📌 Program Coordinator (International Education) (Madrid)
🏢 CIEE Madrid
📍 Madrid