Administrative Manager of EUonAIR European Alliance
Administrative Manager of EUonAIR European Alliance
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Job Description
The Universitat Abat Oliba CEU is seeking a Project Administrative Manager to support the effective management of EU-funded projects within the Erasmus program and European Alliances framework. The role will focus on the coordination and administration of project workflows ensuring the smooth operation of internal and external processes while contributing to project reporting KPIs and deliverables.
This position emphasizes operational coordination documentation and process management rather than full project leadership and strategic direction. The Project Administrative Manager is organicaally part of the Vicerectorate of Quality Assurance University Strategy and Internationalisation and reports to the Vicerector and Project Leaders. It will work closely with and towards the Project Manager and help to organise project teams to ensure projects are run efficiently and meet their obligations.
Main Responsibilities
Workflow and Process Management
Coordinate day-to-day operational activities across multiple European projects.
Develop and maintain project workflows and documentation templates.
Track progress against project KPIs milestones and deliverables in collaboration with Project Managers and Work Package leaders.
Administrative and Financial Coordination
Support the preparation of technical and financial reports ensuring timely submission to funding bodies.
Maintain accurate project records including partner contributions deliverables and resource use.
Assist in managing project budgets and expense tracking under the guidance of the Project Manager and Finance Office.
Communication and Coordination
Organize and coordinate project-related meetings workshops and events (virtual and in-person).
Prepare meeting agendas minutes and follow-up action items.
Liaise with internal university departments and external partners to facilitate smooth project communication and administration.
Reporting and Compliance
Monitor and document compliance with European Commission regulations and project requirements.
Support the quality assurance processes and contribute to the preparation of internal audits and reviews
Contribution to Project Outcomes
Participate actively in project meetings and contribute to the achievement of project deliverables.
Support dissemination and exploitation activities as needed in collaboration with the communication team.
Assist in integrating project results into institutional practices where appropriate.
Minimum Requirements
Academic Background: A university degree in relevant fields (administration management international relations social sciences technology or education). Additional training in European project management is an advantage.
Professional Experience: Minimum 2 years of relevant experience in administrative or operational roles within EU-funded or international projects.
Languages: Advanced proficiency in Spanish and English (minimum C1 level). Additional European languages are an asset.
Technical Knowledge: Familiarity with EU programs (Erasmus Horizon Europe) project management tools and digital collaboration platforms.
Organizational Skills: Excellent planning organizational and time management skills with attention to detail.
Interpersonal Skills: Ability to work collaboratively in multicultural and interdisciplinary teams.
Preferred Qualifications
Experience supporting projects in the fields of artificial intelligence educational innovation or technology.
Familiarity with microcredentials or credentialing frameworks in education.
Understanding of sustainability and quality assurance standards in European projects.
Knowledge of digital tools for project tracking and KPI monitoring.
What We Offer
Opportunity to work in an international and dynamic environment with cutting-edge projects in higher education.
Full-time contract aligned with the duration of funded projects.
Opportunities for professional growth through training and participation in European networks.
Possibility of travel for project meetings and dissemination events.
Selection Process
To apply please send your CV a motivation letter in English and professional references.
Application Deadline: 25.08.2025
Start Date: October 2025
Key Features:
Focuses on operational execution and workflow coordination not overall project leadership.
Supports project reporting KPIs and compliance as part of a wider team.
Acts as an enabler of project efficiency.
Provides continuity and support across multiple projects and project cycles.
Required Experience:
Manager
Employment Type
Full-Time
