Associate Director, Program Operations

Job Locations ES-Madrid
Posted Date 2 weeks ago(16/01/2023 14:17)
Job ID
# of Openings


The main responsibility of the Associate Director is to supervise the day-to-day management of the department and to participate in the progress and innovation of daily operation processes. He/she oversees all operation processes, anticipates obstacles to develop solutions and contingency plans, and is the direct contact of the department’s main stakeholders for issues of more important/critical nature, and those that require superior action.


Key Responsibilities:

  • Works closely with the Executive Director to coordinate logistics in the implementation of process innovation that entails greater organizational complexity.
  • Oversees operations and protocols for all academic programs of the Business School to guarantee quality, agility and efficiency in processes and consistency across programs.
  • Leader figure of Program Operations coordinators to strengthen this team, coaching team members as needed, setting strategy and monitoring progress towards goals.
  • Collaborates in the process of recruiting department staff; monitors and coordinates their work.
  • Responsible for the oversight of the department’s main tasks: electives bidding process, grades and syllabus processing, and academic program structures of all Business School masters’ programs.
  • Coordinates day-to-day operation of the department to ensure a rapid response to main stakeholders.
  • Interacts with the different departments of IE to ensure service provision for faculty and academic program management teams, anticipating stakeholder's needs, and solving problems in the shortest possible time.
  • Identifies current processes that could be digitalized, and collaborate closely with the IT department to promote processes innovation that affects academic programs of the Business School, as well as IE University at large.
  • Oversee a team of 4 Program Coordinators.



  • Master´s Degree in business or a related field.
  • 3-5 years work experience.
  • Ability to work collaboratively in a leadership role as part of a high-performing team.
  • Strong project management skills to provide support on short, medium and long term projects as relates to logistics, process innovation and digitalization for different academic programs’ content such as electives, grades and syllabus processing, etc.
  • Team player that enjoys working with others in a collaborative environment; demonstrates a positive attitude; and proactively seeks opportunities to assist and guide others.
  • Customer oriented as liaison to department’s key stakeholders: Faculty, Academic Program Management teams, Registrar’s Office, Accreditations, Planning, and IT departments.
  • Problem solving skills to quickly address concerns, queries and feedback in a constructive and action-oriented manner.
  • Attention to detail to handle sensitive information such as grades and other administrative tasks such as compiling and organizing student data.
  • Excellent communication and interpersonal skills, including the ability to actively listen and demonstrate empathy.
  • Ability to prepare and present effective presentations in the context of relaying information to key stakeholders such as Academic Program Management teams and corresponding Vice-Deans.
  • Capability to multi-task and prioritize work to cope with a fast paced environment, managing several tasks at once under time pressure and dealing with complexity.
  • Proficient in Excel a must (i.e., capturing and recording important data, using shortcuts and formula functions, sorting and filtering data).
  • Fluency in both English and Spanish also a must.


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