Administrative Assistant, Education & Training Department (part-time / 50%)

The Barcelona Institute for Global Health (ISGlobal) is a cutting-edge institute addressing global public health challenges through research, translation into policy and education. ISGlobal has a broad portfolio in communicable and non-communicable diseases including environmental and climate determinants, and applies a multidisciplinary scientific approach ranging from the molecular to the population level. Research is organised in five programs: Climate, Air Pollution, Nature and Urban Health; Environment and Health over the Lifecourse; Global Viral and Bacterial Infections; Malaria and Neglected Parasitic Diseases and Maternal Child and Reproductive Health. ISGlobal is accredited with the Severo Ochoa distinction, a seal of excellence of the Spanish Science Ministry.


What We Are Looking for:
ISGlobal’s Education & Training Department is seeking an experienced administrative assistant who is interested in taking on and managing departmental activities including scheduling and maintaining internal department calendars and meeting agendas, processing of payments and reimbursements, organising travel, accommodation, and logistics related to departmental activities, events planning and management, classroom logistics, and other administrative tasks related to academic / training activities.

The administrative assistant will form an integral part of the Education & Training Department team, whose portfolio includes accredited university programmes and courses, research capacity strengthening activities, and consultancy and evaluation in Global Health education, etc. The Education & Training team forms part of ISGlobal’s model for scientific translation and in this capacity collaborates extensively with other ISGlobal areas, programmes, and departments.

Key Responsibilities:
Carrying out and managing administrative tasks related to Education & Training departmental activities.
Specific Duties
Scheduling meetings and events and maintaining internal department calendars, including the calendar of the department director
Processing payments and reimbursements
Organising travel related to departmental activities
Events planning and management
Administrative tasks related to academic / training activities, including some in-class logistics

Auxiliar task:
This job description is not a definitive or exhaustive list of responsibilities but identifies the key responsibilities and tasks of the post holder. The specific objectives of the post holder will be subject to review as part of the individual professional assessment process.
Training and experience / qualifications
3-7 years of experience in a similar administrative role.
Undergraduate degree or other professional certification / training in a related field is valued.
Experience in an academic / research environment and/or in global health-related institutions is highly valued.

Specific Requirements:
Experience with purchasing and payments, travel and events planning
Advanced knowledge of MS Office and Google Workspace applications

Problem resolution
Ability to work independently and as part of a team
Interest in learning new skills
The post holder will adhere to ISGlobal principles contained in People management policy, including Equity, diversity and health safety. The post holder will respect, and be accountable to ensure, ISGlobal policies and procedures.

Language level:
Advanced written and spoken English required
Other advanced written and spoken languages, including Spanish, Catalan and Portuguese are highly valued.

Duration: 1 year (subject to renewal)
Starting date: January 2024
Contract: Part time (50%)
Salary Range: Technic II