ESADE is a prestigious global academic institution and business school founded in 1958 in Barcelona. As part of Ramon Llull University, it is consistently ranked among the top business schools worldwide, offering a wide range of undergraduate, graduate, and executive education programs in business and law. The institution operates significant campuses in Barcelona and Madrid, serving a diverse community of students and researchers from across the globe.

For international professionals, ESADE provides a truly multicultural work environment where English is frequently used as a primary working language alongside Spanish and Catalan. The school is a major employer in the education sector, offering roles in academic research, program management, and corporate functions like marketing and data analytics. Working at ESADE allows professionals to integrate into Barcelona's vibrant international ecosystem while contributing to a globally recognized center of excellence.

Founded in 1958 in Barcelona by a group of entrepreneurs and Jesuits, ESADE became part of Ramon Llull University in 1995. Over the decades, it has grown from a local business school into a world-renowned center for executive education and legal studies.

For international professionals

Consistently ranked as one of the top business schools globally, providing high prestige for employees.
Highly international environment with students and faculty from over 100 different nationalities.
English is widely used as a working language, especially in academic and international admissions departments.
Main campuses are located in Barcelona (Pedralbes), Sant Cugat del Vallès, and Madrid.
Offers a range of roles from academic research to corporate functions like Marketing, HR, and Data Analysis.

Academic Department Secretary

ESADE

This job was originally posted in Spanish and automatically translated to English. You'll most likely need Spanish to apply.

Job Description

Esade is a global academic institution that maintains close ties with the business world and is recognized for the quality of its education, its international reach, and a clear focus on the integral development of the person.

Do Good Do Better is our identity, and at Esade we build it through the following values:

Integrity
Diversity
Sensitivity
Contribution to the common good
Justice and sustainability

Based on these pillars, we work with a methodology whose mission is the integral training of competent and socially responsible professionals. Therefore, we promote inclusive leadership, academic innovation, technology, and solidarity.

If you want to be part of an organization like ours, please read the following offer carefully.

Mission:

To provide administrative and operational support to the Department Management, the Core Faculty, and the academic collaborators of the assigned department, in accordance with the guidelines of the Department Management and the Faculty Office, as well as the guidelines and processes established by the organization, acting as the point of reference for faculty to access the different services of Esade and contributing to the efficiency of teaching activities.

Your main functions 🏆:

Accompany and provide administrative support to the Department Management.
Provide support to the faculty of the assigned department, as well as external faculty, guest professors, visiting professors, etc.
Process and manage the onboarding of professors joining the department, in coordination with the Faculty Office and the People Department.
Track the teaching hours of the assigned faculty, ensuring correct allocation and registration.
Manage and process the settlement of faculty expenses in accordance with established regulations and procedures.
Participate in the planning and monitoring of department subjects (delivery of documentation to students, agendas, schedules, classrooms, etc.).
Collaborate in the monitoring and control of the department budget.
Provide support in the organization and coordination of the department's academic events (seminars, conferences, workshops, etc.).
Assist in the onboarding process of new professors, academic collaborators, etc.
Prepare, process, and archive the academic and administrative documentation of the department.
Coordinate with the Faculty Office and other areas of Esade to ensure the correct application of academic processes and regulations.
Ensure the confidentiality and correct handling of academic and personal information.
Contribute to the continuous improvement of the administrative and academic processes of the secretarial and academic department team.
Commitment and responsibility regarding Privacy and Information Security at ESADE.

Competencies 📌:

Internal/external customer service and orientation, proactivity, planning and prioritization, attention to detail, good communication, confidentiality, autonomy, flexibility, and teamwork.

Requirements 🎯:

Academic training: Higher degree module (or FPII or equivalent). University studies (Business Administration, Labor Relations, Social Sciences...) are valued.
Minimum experience: 3-5 years in a similar role, preferably with experience in the education sector.
Languages: Spanish, Catalan, and English.
IT knowledge: Advanced level of Microsoft Office, collaborative tools such as Teams or Sharepoint, academic management systems or ERP.

What we offer 🚀:

Vacations and free time: More than 35 working days of vacation.

Professional Development Opportunities: Access to platforms with top-tier digital content.

Positive Work Environment: A collaborative and dynamic environment where your well-being is our priority.

Flexible hours from Monday to Friday.
Intensive Workday: You will enjoy a 32.5-hour weekly workday during the Christmas period, Easter, and the entire month of July and August.

Other benefits:

Flexible remuneration: transport, childcare, training, health insurance.
Pension plan.
Significant discounts on training programs for both the employee and their immediate family.
Campus dining subsidy.
Exclusive discounts on our shopping portal.
Subsidized parking.

Commitment to diversity and inclusion

At Esade, we are committed to diversity and offer the same professional opportunities to all people. We promote inclusive learning and, for us, talent is a key factor in promoting diversity. Therefore, applications from people with diverse abilities will be especially valued.

We inform you that Fundació Esade, as the data controller, will process your data for the purpose of managing your candidacy. The interested party may exercise, if they wish, the rights of access, rectification, and deletion of data, as well as request that the processing of their personal data be limited, oppose it, request the portability of their data, not be subject to individual automated decisions, where appropriate, as well as withdraw their consent at any time by contacting the Data Protection Officer at Av. Pedralbes, 60-62, 08034 Barcelona, attaching a copy of the document proving their identity (DNI/NIE).

You can find additional and detailed information on Data Protection here: https://www.esade.edu/es/proteccion-datos.

View original advert (Spanish)

Esade es una institución académica global que mantiene estrechos vínculos con el mundo de la empresa y es reconocida por la calidad de su educación, su alcance internacional y un enfoque claro en el desarrollo integral de la persona.

Do Good Do Better es nuestra identidad y en Esade la construimos a través de los siguientes valores:

Integridad
Diversidad
Sensibilidad
Contribución al bien común
Justicia y sostenibilidad

Basándonos en estos pilares, trabajamos con una metodología cuya misión es la formación integral de profesionales competentes y socialmente responsables. Por eso, fomentamos el liderazgo inclusivo, la innovación académica, la tecnología y la solidaridad.

Si quieres formar parte de una organización como la nuestra, lee con atención la oferta a continuación.

Misión:

Proporcionar soporte administrativo y operativo a la Dirección del departamento, al profesorado Core Faculty y a los colaboradores académicos del departamento asignado, de acuerdo con las directrices de la Dirección del Departamento y del Faculty Office, así como con las pautas y procesos establecidos por la organización, actuando como punto de referencia del profesorado para el acceso a los diferentes servicios de Esade y contribuyendo a la eficiencia de la actividad docente.

Tus principales funciones 🏆:

Acompañar y dar soporte administrativo a la Dirección del Departamento.
Dar soporte al profesorado del departamento asignado, así como al profesorado externo, profesores invitados, visiting professors, etc.
Tramitar y gestionar el alta de los profesores que se incorporan al departamento, en coordinación con Faculty Office y la Dirección de Personas.
Hacer el seguimiento de las horas lectivas del profesorado asignado, asegurando su correcta imputación y registro.
Gestionar y tramitar la liquidación de gastos del profesorado conforme a la normativa y procedimientos establecidos.
Participar en la planificación y realizar el seguimiento de las asignaturas del departamento (entrega de documentación al alumnado, agendas, horarios, aulas, etc.).
Colaborar en el seguimiento y control del presupuesto del departamento.
Dar soporte en la organización y coordinación de los eventos académicos del departamento (seminarios, conferencias, jornadas, etc.).
Acompañar en el proceso de onboarding de nuevos profesores, colaboradores académicos, etc.
Elaborar, tramitar y archivar la documentación académica y administrativa del departamento.
Coordinarse con Faculty Office y otras áreas de Esade para asegurar la correcta aplicación de los procesos y normativas académicas.
Velar por la confidencialidad y el correcto tratamiento de la información académica y personal.
Contribuir a la mejora continua de los procesos administrativos y académicos del equipo de secretarias y de departamento académico.
Compromiso y responsabilidad en la Privacidad y en la Seguridad de la información de ESADE

Competencias 📌:

Atención y orientación al cliente interno/externo, proactividad, planificación y priorización, atención al detalle, buena comunicación, confidencialidad, autonomía, flexibilidad y trabajo en equipo.

Requisitos 🎯:

Formación académica: Módulo de grado superior ( o FPII o equivalente). Valorable estudios universitarios (ADE, Relaciones Laborales, Ciencias sociales...)
Experiencia mínima 3-5 años en un rol similar, preferiblemente experiencia en el sector educación.
Idiomas: Castellano, Catalan e Inglés.
Conocimiento informáticos: Microsoft Office nivel avanzado, herramientas colaborativas como Teams o Sharepoint, sistemas de gestión académica o ERP.

Qué te ofrecemos 🚀:

Vacaciones y tiempo libre: Más de 35 días laborables de vacaciones.

Oportunidades de Desarrollo Profesional: Acceso a plataformas con contenidos digitales de primer nivel.

Ambiente de Trabajo Positivo: Un entorno colaborativo y dinámico donde tu bienestar es nuestra prioridad.

Flexibilidad horaria de Lunes a Viernes.
Jornada Intensiva: Disfrutarás de una jornada de 32,5 horas semanales durante el periodo de Navidad, Semana Santa y todo el mes de Julio y Agosto.

Otros beneficios:

Retribución flexible: transporte, guardería, formación, seguro de salud.
Plan de pensiones.
Importantes descuentos en programas formativos tanto para el trabajadxr como para su núcleo familiar.
Subvención comedor campus.
Descuentos exclusivos en nuestro portal de compras.
Parking subvencionado.

Compromiso con la diversidad y la inclusión

En Esade estamos comprometidos/as con la diversidad y ofrecemos las mismas oportunidades profesionales a todas las personas. Fomentamos el aprendizaje inclusivo y, para nosotros, el talento es un factor clave para promover la diversidad. Por ello, se valorarán especialmente candidaturas de personas con capacidades diversas.

Le informamos que Fundació Esade como responsable del tratamiento tratará sus datos con la finalidad de gestionar su candidatura. El interesado puede ejercitar, si lo desea, los derechos de acceso, rectificación, y supresión de los datos, así como solicitar que se limite el tratamiento de sus datos personales, oponerse al mismo, solicitar la portabilidad de sus datos, a no ser objeto de decisiones individuales automatizadas, cuando proceda, así como a retirar su consentimiento en cualquier momento dirigiéndose al Delegado de Protección de Datos en la dirección Av. Pedralbes, 60-62, 08034 Barcelona, adjuntando una copia del documento que acredite su identidad (DNI/NIE).

Puede consultar información adicional y detallada sobre Protección de Datos aquí: https://www.esade.edu/es/proteccion-datos.