Back Office & Admissions - Junior Specialist
Our Backoffice & Admissions Team
The Backoffice & Admissions team has the mission and responsibility of delivering the results committed to the client, providing a positive and incredible experience, simplifying clients' lives, increasing their success rate, and leveraging the start of their career in another country. The user journey is surrounded by bureaucracy and a sequence of events necessary to reach the "First Day of Class" and/or the "First Day of Work" in another country. This means we will help them manage the schedule and critical activities, meet requirements, clarify doubts with governmental and educational institutions globally, handle visa processes, accommodation providers, and the needs of other users, according to their objective and destination.
Your Mission
To manage the admission and diploma equivalency process for our clients in Portugal — from the moment the sale is closed until the client is enrolled in the university and/or has their foreign diploma recognized by the competent authorities. You are the bridge between the client (who trusted Academicv for their life change), the universities (public and private, in Portugal and Europe) and the professional bodies and regulatory agencies (Order of Physicians, Order of Lawyers, DGES, SEF/AIMA, among others).
What will you do on a daily basis?
● Receive clients admitted into the post-sales funnel and guide them through the entire admission and equivalency process;
● Maintain direct contact with the client via video call, WhatsApp, phone, and email — always with clarity, speed, and empathy;
● Analyze notices, academic regulations, price lists, and public databases (frequently in English) and translate this information into clear guidance for the client;
● Interpret legal and administrative documents (academic legislation, equivalency regulations, professional body requirements);
● Monitor diploma revalidation and qualification equivalency processes with the competent institutions;
● Represent Academicv in person when necessary — meetings with universities, professional bodies, or public agencies;
● Create, document, and improve internal procedures for the Admissions team;
● Report progress on each case with discipline and rigor (impeccable CRM, deadlines met, no case overlooked).
You are the right person if...
● Do you have experience in Customer Success, Customer Experience, B2C or B2B2C Consulting Services?
● Do you have a completed higher education degree — preferably in Law, Management, Administration, Human Resources, Criminology or similar fields (profiles that historically adapt well to our activity)?
● Do you have regularized Portuguese documentation and are you legally able to work in Portugal (mandatory requirement)?
● Fluent in Portuguese.
● Proven ability to read, interpret and clearly transmit information.
● Comfortable with digital tools (CRM, document management, video calls, productivity suites).
● Organization, Discipline and Focus (so that you can contribute to the team's performance).
● Focus, Sense of Responsibility and Self-Management.
● Ability to adapt to changes and willingness to learn independently.
● Good energy and enjoyment of teamwork — you are part of a team of 4 people in Porto and this cohesion is strategic.
Differentiating factors (not eliminatory, but they do award points)
● Internships in higher education institutions, teaching assistantships, volunteering in educational causes.
● Practical knowledge of how Portuguese local processes work — bureaucracy, higher education system, public health system, social security.
● Previous experience with the revalidation or equivalence of foreign diplomas in Portugal.
● Experience in Portuguese higher education institutions (universities, polytechnics, academic secretariats).
● Familiarity with the Portuguese Medical Association, Bar Association, or other Portuguese professional associations.
● Knowledge of SEF/AIMA and Social Security procedures.
● International experience or bilingualism (PT/EN, PT/ES).
● Postgraduate degree or master's degree in related fields.
● Intermediate level of English at least — necessary for reading regulations, notices, and international academic documentation.
● Fluency with generative AI at work (Claude, Gemini, ChatGPT). Here we use LLMs to: read notices and regulations in English, draft and refine complex communication, automate repetitive tasks, and accelerate the learning curve in any new subject. Anyone who doesn't yet use AI in their daily work should be prepared to learn from day one.
Where, how, how long
● Location: Porto/Portugal (near Pólo Universitário metro station);
● Work Model: Hybrid;
● Hours: 40 hours per week, Monday to Friday, from 10 am to 7 pm, with some flexibility;
● Employment Type: IEFP Professional Internship Contract (Bachelor's or Master's level), with the possibility of being hired after the IEFP internship.
Compensation and Benefits
● Compensation: As this is an IEFP Professional Internship, it will follow the standards stipulated by the program.
● Benefits: will follow the standards stipulated by the program.
● Birthday day off;
● Happy Friday - differentiated work schedule in the summer.
● We have coffee, tea, and a variety of fruits or sweets available in our office.