Academic and Diplomatic Visits Coordinator

Academic & Diplomatic Visits Coordinator

Full-Time Position (100%)

Bar-Ilan University is seeking an experienced and highly organized professional to lead the planning, coordination, and execution of academic and diplomatic visits to the university.

The role includes organizing visits by academic delegations from higher education institutions and international organizations, diplomats, senior public officials, marketing and recruitment delegations, participants in short-term programs, and other guests from Israel and abroad. The position also coordinates outbound delegations on behalf of the Office of the Vice President and the International School, while supporting the organization of international events, conferences, and fairs.

• Plan, coordinate, and execute official visits in accordance with university guidelines, including visits beyond the International School.
• Manage all logistical and administrative preparations for visiting delegations.
• Design customized visit programs based on the delegation's profile, interests, and relevant academic or research fields.
• Develop detailed itineraries and coordinate with academic and administrative units across the university.
• Host and accompany delegations and guests throughout their visit to campus.
• Coordinate visits of VIPs and distinguished guests in accordance with university protocol and support senior university leadership during official visits.
• Conduct post-visit follow-up with visitors and hosts to strengthen partnerships and promote academic collaboration.
• Prepare reports, evaluate outcomes, and recommend future initiatives.
• Develop and maintain relationships with the Israeli Ministry of Foreign Affairs, embassies, consulates, diplomatic missions in Israel, and Israeli representatives abroad.
• Lead the university's annual Ambassadors Forum and initiate additional international conferences, events, and networking opportunities.
• Maintain accurate records and databases related to delegations and official visits.
• Support the planning and delivery of International School events, conferences, and recruitment fairs.
• Undertake additional projects and responsibilities as assigned.

• Bachelor's degree from a recognized academic institution (Master's degree is an advantage).
• Minimum of three years of proven experience in planning, organizing, and coordinating delegations and VIP visits, preferably within a university or international organization.
• Excellent written and spoken English; additional languages are an advantage.
• Outstanding organizational, coordination, and project management skills.
• Strong initiative, accountability, and the ability to work both independently and collaboratively.
• Excellent interpersonal and communication skills with diverse stakeholders in Israel and internationally.
• Ability to manage multiple priorities and perform effectively under pressure.
• Willingness to work flexible hours when required.
• Willingness to work in a hybrid environment in accordance with university policy.
• Commitment to the mission, values, and unique character of Bar-Ilan University.

• This position is offered under a special employment contract.
• Bar-Ilan University is an equal opportunity employer and encourages applications from candidates of all backgrounds, including people with disabilities.
• The University reserves the right to require external assessment tests as part of the recruitment process.