University Academic Secretary

Description

Job Summary: We are seeking a University Academic Secretary to manage official academic processes, ensuring regulatory compliance and institutional quality. Key Highlights: 1. Joining an innovative and growing university project. 2. Opportunity for professional development within the academic area. 3. Dynamic and collaborative work environment. **Who We Are** UTAMED is an online university with an innovative spirit. Our mission is to offer high-quality, flexible academic programs connected to the digital world, supporting our students in their personal and professional development. At UTAMED, we work to guarantee an excellent academic experience, relying on rigorous, efficient processes aligned with current university regulations. **Who We Are Looking For** We seek a **University Academic Secretary** with experience in academic and administrative management, possessing an organized, rigorous, and detail-oriented profile. This person will be responsible for managing official academic processes related to enrollment, student records, minutes, certifications, and degree issuance, ensuring regulatory compliance and proper document traceability. Their role will be key to ensuring the correct functioning of university academic procedures, coordinating with internal teams and supporting academic bodies, thereby contributing to institutional quality and continuous improvement. **Key Requirements** * Higher Vocational Training (FP) in Administration and Finance and/or a university degree in Business Administration and Management (ADE) or related fields. * Minimum of **2\-3 years** of experience in University Academic Secretariat or academic management roles within universities. * Up-to-date knowledge of **Spanish university regulations** and official academic procedures. * Experience in managing student records, minutes, and university academic documentation. * Advanced proficiency in office tools (Excel, Word) and university academic management systems. * Strong organizational skills, documentary rigor, and attention to detail. **Especially Valued** * Experience in online universities or hybrid models. * Knowledge of regulations related to ECTS credits, credit recognition and transfer. * Experience in university degree and official certification issuance processes. * Familiarity with academic ERP systems or university management platforms. * Experience in accreditation processes, academic audits, or university quality assurance. * Intermediate level of English. **Your Main Responsibilities** * Manage and supervise university academic\-administrative processes related to enrollment, modifications, cancellations, student record transfers, academic retention, and progression. * Coordinate the proper management and updating of academic records, ensuring their integrity, traceability, and regulatory compliance. * Supervise the preparation, closure, and custody of official university minutes, as well as procedures related to evaluation, examination sessions, and grading. * Ensure the proper issuance of official academic certificates, university degrees, and other regulated documentation. * Guarantee compliance with applicable university regulations regarding evaluation, credit recognition, curriculum adaptation, and documentation issuance. * Manage credit recognition and transfer (ECTS) processes, equivalencies, and academic adaptations in accordance with current regulations. * Provide technical\-administrative support to university academic governance bodies (academic commissions, boards, or committees), including documentary preparation, convening meetings, and drafting minutes where applicable. * Resolve students’ academic issues related to official procedures, ensuring rigorous, efficient, and service-oriented support. * Support internal or external audits, quality assurance processes, and official requirements related to degrees and academic documentation. * Ensure proper document custody and compliance with data protection regulations (GDPR) in university processes. **What We Offer** * Incorporation into an innovative and growing university project. * Opportunity for professional development within the academic area. * Annual gross salary of 20\.000 euros. * Continuous training and participation in institutional quality and improvement initiatives. * Full-time position (09:00 to 18:00, with flexible start time). * Employee parking. * Discounts on training for employees and their families. * Dynamic and collaborative work environment, with cross-departmental coordination across various areas. * The opportunity to directly contribute to academic excellence and the student experience at UTAMED. Experience UTAMED before applying Discover what it’s like to be part of our ecosystem: https://utamed.es/la\-utamed Position Type: Full-time, Permanent Contract Application Questions: * Do you have at least 2 years of experience in university academic secretariat roles, managing student records, minutes, and official documentation? * Have you worked applying Spanish university regulations (credit/ECTS recognition, evaluations, certificates, or degree issuance)? Work Location: On-site employment