Associate Director, IE Summer School | WOM491

Are you interested in joining a dynamic and international team of professionals to transform education? IE Summer School is looking for an Associate Director to join its team full-time in a leadership role and based in Madrid

IE Summer School was created as a new transversal business unit within IE University earlier last year. We are now keen to assemble a strong core team who share our aspirations for exponential growth, both for the School, but also on a personal level. Kindly note, our team's peak season is the delivery period between May through the end of July.

The Associate Director of University Summer Programs is responsible for the comprehensive planning, logistics, communication, and execution of eight high-impact, engaging, and educational two-week summer program modules. This leadership role requires full lifecycle management of the program, ensuring an exceptional experience for participants, faculty, staff, and stakeholders.

The Associate Director oversees the day-to-day operations of the summer programs, supports ongoing program development and innovation, and ensures the seamless coordination of all related tasks. The role also includes managing a team of staff members and ensuring that the program aligns with institutional goals and IE community's best practices.

• Pre-Delivery Planning
• Program Development & Refinement
  - Collaborate with curriculum designers, faculty leads, operations staff, and senior leadership to develop and refine program content and schedules.
  - Ensure programs align with institutional goals, participant expectations, and high-quality standards.
  - Integrate new technologies, teaching methods, and innovative approaches to enhance program impact.
• Staff Recruitment & Training
  - Align program staff, including faculty, instructors, program coordinators, and support personnel.
  - Develop and lead orientation sessions to ensure all staff are well-prepared and aligned with program expectations, policies, and safety protocols.
• Budgeting & Resource Allocation
  - Develop and manage program budgets, ensuring financial resources align with strategic objectives.
  - Supervise procurement of program materials, supplies, and equipment.
  - Monitor expenditures and provide financial reports to senior leadership.
• Venue & Logistics Coordination
  - Secure and manage program venues, ensuring compliance with health, safety, and accessibility standards.
  - Organize site visits to assess facilities and plan layouts for program activities.
  - Work with vendors and service providers to ensure seamless logistics, including accommodations, transportation, and catering.
• Compliance & Risk Management
  - Develop and implement policies to ensure participant and staff safety.
  - Establish emergency response protocols and crisis management plans.
• Logistics Management
• Scheduling & Itinerary Planning
  - Design detailed schedules for fortnight activities, workshops, academic sessions, meals, and extracurricular events.
  - Develop contingency plans for potential disruptions such as weather conditions, logistical challenges, or last-minute changes.
• Participant Onboarding
  - Oversee the registration process, ensuring all required documentation is collected and processed efficiently.
  - Address special requests, dietary restrictions, and accessibility accommodations for participants.
  - Ensure participants receive timely communications and pre-program orientation materials.
• Supplies & Equipment Management
  - Oversee the procurement, inventory, and distribution of necessary materials and technology for program delivery.
  - Ensure that all resources are in place before program commencement.
• Staff Assignments & Coordination
  - Assign roles and responsibilities to program staff, ensuring balanced workloads and clear communication channels.
  - Provide ongoing support to staff and monitor performance throughout the program.
• Communication & Stakeholder Engagement
• Internal Communication
  - Act as the primary liaison between program staff, faculty, and senior leadership.
  - Facilitate coordination meetings, distribute key updates, and provide clear directives.
• Participant & Parent Engagement
  - Maintain proactive communication with participants, addressing inquiries and concerns promptly.
  - Organize pre-program webinars, Q&A sessions, and orientation materials to align expectations.
• External Stakeholder Management
  - Develop and maintain relationships with vendors, industry partners, and community organizations.
  - Collaborate with marketing and communications teams to promote the program and handle media relations.
• Program Delivery & Execution (May - End of July)
• On-Site Leadership
  - Serve as the on-site director, overseeing all aspects of program execution.
  - Ensure that activities, academic sessions, and logistics run smoothly and on schedule.
  - Provide leadership and support to staff and participants.
• Crisis Management
  - Address and resolve emergencies, conflicts, and operational challenges.
  - Ensure first-aid and medical support are readily available.
  - Implement problem-solving strategies in real-time to maintain program flow.
• Program Evaluation & Quality Control
  - Conduct daily check-ins with staff and faculty to assess program success and address concerns.
  - Interact with participants to evaluate their engagement and satisfaction.
  - Monitor program quality and suggest improvements based on real-time feedback.
• Reporting & Documentation
  - Provide senior leadership with real-time updates and summaries of key program successes and challenges.
  - Maintain detailed reports for program assessment and future enhancements.
• Post-Program Wrap-Up
• Debrief & Feedback Collection
  - Organize debriefing sessions with staff and faculty to capture insights and lessons learned.
  - Collect participant and parent feedback through surveys and discussion forums.
• Reporting & Documentation
  - Compile a comprehensive post-program report, including key metrics, participant satisfaction scores, and recommendations for future improvements.
  - Archive essential documentation for future reference.
• Financial Reconciliation
  - Review and reconcile program budgets, process final invoices, and ensure financial closure.
• Recognition & Alumni Engagement
  - Recognize staff contributions through appreciation events or awards.
  - Develop alumni engagement strategies to encourage repeat enrollment and referrals.

To thrive in this role, you should have:

• Education & Experience:
  - Bachelor's degree in Education, Event Management, Business Administration, or a related field (Master's preferred).
  - Minimum of 3 years of experience in program management, education, summer programs, or event coordination.
  - At least 2 years in a leadership role, overseeing large-scale educational programs or events.
• Skills & Competencies:
  - Strong project management and organizational abilities.
  - Excellent communication & interpersonal skills for engaging with faculty, students, and stakeholders.
  - Problem-solving mindset with the ability to adapt to dynamic challenges.
  - Budgeting & financial management expertise to ensure cost-effective program execution.
  - Crisis management skills to handle unexpected situations calmly and effectively.
  - Attention to detail in planning and execution.
  - Fluency in English and Spanish is required.
  - Candidates must possess a valid EU work permit.
• Key Competencies:
  - Leadership & Team Management
  - Stakeholder Relationship Management
  - Strategic & Operational Planning
  - Participant-Centric Approach
  - Decision-Making Under Pressure
  - Collaboration & Adaptability
  - Commitment to Innovation & Excellence

It's time to bring your best and make your mark. Now the choice is yours If you want to be part of this educational revolution, we invite you to apply and be part of our amazing team at IE University.