Administrative Officer

vor 3 Wochen

Heidelberg, Baden-Württemberg, Deutschland Embl-Ebi Vollzeit

About the Role

We are seeking an experienced Administrative Officer to join our team at Embl-Ebi. As an Administrative Officer, you will be responsible for providing administrative support to the Scientific Visitor Programme, ensuring the smooth operation of the programme and providing excellent customer service to our visitors.

Key Responsibilities

  • Assume primary responsibility for the scientific visit cycle of academics and industry visitors, including visitor registration, check-in procedures, and sourcing IT access.
  • Liaise closely with Human Resources, hosting group/team leaders, and Unit/Site administrators to ensure visitor information is complete and visitor status is appropriate.
  • Actively participate in the EMBL wide ERP transition from SAP to Workday and implement visitor workflows through Workday.
  • Provide bespoke advice on issues relevant to facilitating scientific stay at EMBL, including housing, transport, and schooling options.
  • Collect and prepare annual scientific visitor statistics and annual reports on external training and advisory activities.
  • Compile minutes and summarise discussions from the quarterly Course and Conference Committee meeting.
  • Fulfil other administrative duties to support the EICAT Head of External Scientific Training in ensuring the functioning of the department.

Fellowships Management

  • Assist the Scientific Visitor Programme Lead in implementing short-term scientific visitor fellowship schemes offered by EMBL.
  • Provide support to curate applications, organise evaluation/review meetings, and pre- and post-award communications with awardees.
  • Prepare marketing material and manage advertisement lifecycle for various fellowships in collaboration with EMBL Communications team.
  • Process reimbursement claims for awardees.

Communication and Outreach

  • Represent the scope, activities, and marketing of the Scientific Visitor Programme at internal and external events as directed by the Lead and/or Head of External Scientific Training.
  • Receive facilitator training and present tours of EMBL's World of Molecular Biology Exhibition to select external visitors.
  • Send and collect visitor feedback surveys for all scientific visitors, including visit summary reports from fellowship awardees.
  • Collaborate with the Lead to ensure the SVP website is up to date and accurate.

Requirements

  • A University degree in administration and/or relevant experience in project/programme management.
  • High level of service-orientation and intercultural/emotional intelligence.
  • Ability to communicate effectively across hierarchies and stakeholders in an international organisation.
  • Strong organisational skills with meticulous attention to meeting deadlines.
  • Willingness to learn and progressively assume responsibilities.
  • Open-minded, friendly, and collaborative mindset when interacting with various stakeholders.
  • Team-player.
  • Excellent professional fluency in English.

What We Offer

  • Contract duration: 3 years.
  • Grading: Grade 4 or 5 depending on experience and qualifications.
  • Monthly salary starting at €3,607 or €3,925 after tax but excl. pension & insurances + benefits.

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