Program and Student Services Coordinator

Who We Are: 

At CEA CAPA, we believe that studying and interning abroad is a transformative experience that goes beyond academics. By immersing oneself in a new culture and community, students gain valuable skills and perspectives that can shape their future. That's why we're committed to providing unparalleled academic, professional, and cultural experiences abroad, with a focus on student support every step of the way. 

A sense of belonging is fundamental to the mission, structure, and operations of CEA CAPA. We strive to provide a work environment that celebrates difference and is free of implicit and explicit bias. We seek to hire employees representing diversity in all forms and work to support all employees to achieve at the highest level. Employment is based on a person’s professional qualifications and competence. 

Your Role: 

The Program and Student Services (PASS) Coordinator plays a pivotal role on the CEA CAPA Barcelona team, providing comprehensive care and support to students from American colleges and universities as they navigate their study abroad experience. This role encompasses key areas such as student welfare, health and safety, housing coordination, and the design and management of educational excursions and events that enhance learning beyond the classroom. 

The PASS Coordinator also works closely with the academic and internship teams, ensuring seamless collaboration to support student success. This position is ideal for those who excel in a dynamic, international setting and are passionate about creating meaningful, well-rounded experiences that contribute to students’ growth and success abroad. 

What You’ll Do: 

• Provide comprehensive support and advising to ensure students have an enriching and positive study-abroad experience.
• Address student inquiries and concerns, offering guidance on academic, personal, and cultural matters.
• Partner with the Center Director to manage disciplinary matters, crises, and any health or safety issues that may arise. 
• Serve as part of CEA CAPA’s crisis management team, providing 24/7 emergency support to students on a rotational basis, with clear protocols and backup support available.
• Secure guest speakers, organize educational excursions, and arrange site visits in collaboration with the Internship and Academic Teams. 
• Research and develop relationships with new venues and suppliers, negotiating competitive pricing for program budgets.
• Collaborate with the Program Management Team to create pre- and post-arrival materials, and play a key role in student arrivals, orientation sessions, and departures. This includes attending and managing evening and weekend events as needed.
• Oversee program budgets, ensuring spending is tracked and remains within the set limits. Coordinate with the finance team to ensure timely payments to suppliers.
• Build and maintain a database of suppliers and contacts. Establish and nurture relationships with both new and existing suppliers to enhance the quality and variety of student experiences.
• Create detailed program calendars and itineraries for customized programs, ensuring all logistics are planned and executed smoothly.
• Contribute to arrival, mid-term, and end-of-term reports in conjunction with the Center Director ensuring accurate and timely documentation of program outcomes and student experiences.
• Support and participate in academic and internship activities, contributing to the overall success of CEA CAPA’s programs.

What Makes a Great Candidate: 

• Bachelor’s Degree or equivalent experience.
• Knowledge of the U.S. education system (preferred).
• Experience working with students in an educational or support role (preferred).
• Fluent or advanced proficiency in both written and spoken Spanish and English
• Legal authorization to work in the country of employment.
• Strong customer service skills, with a genuine interest in working with and supporting university students.
• Ability to work independently while also being an effective team player who is open to supervision and collaboration.
• Excellent organizational and multitasking skills, with the ability to manage pressure and handle difficult situations calmly.
• Proficiency in digital tools and technology, including Microsoft Office and database management.
• Flexibility and adaptability in work style, with a willingness to work outside of regular office hours during busy periods or in response to urgent student needs.

 We believe great talent comes in many forms and that there is no one size fits all in hiring. If you feel you may be a great fit for this role but do not check all of the boxes, we encourage you to apply and show us why you're the right candidate for this position.  

Note: This role profile is intended to provide an overview of the key responsibilities and qualifications for the position. It is not exhaustive, and the role holder may be required to undertake additional tasks and duties, as necessary and in line with evolving business needs. Any proposed permanent modifications to this role profile will be made in consultation with role incumbents, and relevant stakeholders in accordance with applicable policies and legislative requirements.

Our commitment to creating a sense of belonging means we welcome individuals of all abilities, ages, citizenships, educations, ethnicities, family statuses, gender identities, genders, genetic information, languages, marital status, military experiences, political views, pregnancy, races, religions, sexes, sexual orientations, socioeconomic statuses, and work experiences and therefore we encourage applicants from diverse lived experiences to apply.