Academic Administrative Assistant
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Job Location:
Monthly Salary:
Posted on:
2 hours ago
Vacancies:
1 Vacancy
Job Summary
VHIRs Teaching Unit promotes and develops academic activity at VHIR promoting the creation of new teaching initiatives and channelling the training opportunities that arise from the scientific and clinical community of VHIR. The unit is also in charge of providing support and assisting students and professors about academic issues as well as coordinating the orientation procedures and academic organisation in order to guarantee the correct development of the studies and the compliance with normative and quality guidelines.
We are currently looking for a highly motivated Academic Administrative Assistant to join our team.
Main responsibilities and duties:
Manage administrative processes of VHIR academic programmes including registrations admissions enrolment student records certificates and other academic documentation.
Communicate effectively with students faculty and internal departments providing guidance and administrative support.
Manage internships and educational agreements including calls for applications documentation and coordination with partner institutions.
Handle Social Security registrations updates and reporting for intern students.
Manage and control financial operations related to VHIR academic programmes students and faculty.
Maintain and update academic and administrative data in institutional systems ensuring accuracy and traceability.
Contribute to academic process improvements ensuring efficiency compliance and operational effectiveness.
Education and qualifications:
Required:
Vocational training in Administrative Management Finance or a related field.
Fluency in Catalan and Spanish.
Desirable:
Good command of English will be considered an asset.
Additional training in the field of education academic management or e-learning systems will be positively valued.
Experience and knowledge:
Required:
At least 5 years of experience working as an administrative assistant including at least 3 years in a similar position in the field of education preferably in Health or Life Sciences.
Advanced theoretical and practical knowledge of university academic regulations and administrative procedures.
Strong organisational and coordination skills with the ability to efficiently manage complex administrative processes and prioritise tasks effectively.
Strong communication and customer service skills when working with students faculty and other departments.
Desirable:
Proven experience in the comprehensive management of academic records and related processes.
Experience in preparing reports analysing data and delivering clear presentations.
Excellent attention to detail ensuring accuracy and traceability across all administrative and financial processes.
Ability to implement verification and monitoring procedures analyse workflows and propose process improvements to enhance operational efficiency.
Ability to work effectively in a collaborative team environment.
Labour conditions:
Working hours: Full-time (375 hours/week)
Starting date: As soon as possible
Gross annual salary: Remuneration will be determined by experience skills and responsibilities and aligned with the Collective Agreement pay scale.
Contract type: Permanent
What can we offer
Incorporation into the Vall dHebron Research Institute (VHIR) a public sector institution that promotes and develops biomedical research innovation and teaching at Vall dHebron University Hospital (HUVH) the largest hospital in Barcelona and the largest within the Catalan Institute of Health (ICS).
A dynamic scientific environment of excellence where cutting-edge biomedical projects are continuously developed.
Continuous learning and career development pathways.
Flexible working hours.
23 days of annual leave plus 9 personal days.
Flexible remuneration programme including meal vouchers health insurance transport and more.
Corporate benefits platform offering significant discounts on travel culture technology gastronomy sports and more.
Healthy offering Feel Good Feel VHIR: VHIRs wellbeing programme offers a variety of activities to help staff thrivephysically mentally and socially. Through four pillarsFeel Well Feel Connected Feel Empowered Feel Welcomedit fosters health growth and community.
International mobility support (Welcome Services): we aim to make your arrival in Barcelona smooth and pleasant by providing city information guidance on required procedures access to the International Welcome Desk family support and assistance with finding accommodation.
Deadline to apply:
How We Hire:
Pre-selection: Candidates are shortlisted based on their skills qualifications and relevant experience as outlined in their CVs.
Interviews: Meetings may be held with Talent Acquisition and/or the hiring manager.
Practical assessment: Depending on the role candidates may complete a case study technical task presentation or written exercise on-site or remotely.
Checks: Education references and other job-related verifications may be carried out.
Job offer: The selected candidate receives a formal job offer upon successful completion of the process.
VHIR embraces Equality and Diversity. As reflected in our values we work toward ensuring inclusion and equal opportunity in recruitment hiring training and management for all staff within the organisation regardless of gender civil status family status sexual orientation gender identity and expression religion age functional diversity or ethnicity.
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