Administrative Assistant

About us

The University of Luxembourg is an international research university with a distinctly multilingual and interdisciplinary character.

Created in 2003, it strives today to meet tomorrow's major societal challenges, by nurturing an interdisciplinary approach and international outlook, investing in scientific quality and innovation, as well as offering personalised and multilingual teaching. The institution places particular emphasis on research with impact. To achieve this goal, its research priorities focus on digital transformation, medicine and health, as well as sustainable and societal development.
The University invests in its knowledge and technology transfer through an attractive intellectual property policy and numerous partnerships. 7,500 students are enrolled at Uni.lu, of which 1,000 are doctoral candidates. With 300 professors, students have privileged access to world-renowned expertise.
Times Higher Education ranks Uni.lu 20th in the Young University Ranking 2024 and among the top 250 universities in the world.

Your role

The incumbent will provide high-level administrative support for the entity on core processes, perform tasks within standards, will set up procedures, in order to contribute to effective and efficient support to and execution of activities related to the Research Support Department, more specifically to activities in the frame of transversal projects such as the Research External Evaluation, the CRIS project, ULLA (the University Leadership Academy) and support activities related to the EU support team.

The incumbent will perform high-level administrative organizational tasks as well as to process the accurate, timely documentation of files, data and research information.

Mission:

• Assist the Head of the Research Support Department (RSD) with all administrative aspects of the organization and coordination of the Research External Evaluation and CRIS implementation
• This includes, putting in place coherent processes, check and prepare data and reporting, preparation of guidelines, check lists, presentations, with a particular focus on the needs of the stakeholder community of the Research External Evaluation (REE24), ensure smooth communication and dissemination of REE24 relevant information together with the team
• In close collaboration with the RSD team and Head, to document data in the relevant administrative systems by using the University forms and tools, collect and verify data for errors, clarify problems, keep files, calendar entries and documents up to date, ensure budget control and follow-up including setting up reimbursement control procedures, and contribute to process improvements
• Coordinate and process purchase orders and expenditures declarations, follow up on invoices and reimbursement of expenses
• Communication and interaction with the university administration services
• Organization of business trips, e.g. contact the travel agency, prepare travel authorizations and declarations of expenses, follow up on reimbursement procedures
• Organize internal and external appointments, meetings and events for activities related to transversal projects managed by the Department, e.g. workshops, retreats, and arrange facilities, e.g. location booking, ordering of and collaboration with internal or external services such as catering
• Update files, databases, and other document types. Maintain complete and efficient records via electronic system
• Support in the preparation for internal project kick-off meetings for EU projects, establish and update coherent central procedures for research data retrieval related to EU Grants

Your profile

• Higher Education degree in secretariat or high school degree and equivalent professional experience in a comparable role
• 3 to 5 years of hands-on administrative support experience
• Fluency in English and German is essential, French would be an asset.
• Ability to execute multiple tasks with high accuracy and achieve deadlines
• Detail-oriented with good analytical and problem-solving skills
• Proficient in Microsoft Outlook, Word, Excel
• Excellent organizational skills with attention to detail and accuracy
• Very good communication, organizational and problem-solving skills as well as interpersonal skills

We offer

• Multilingual and international character. Modern institution with a personal atmosphere. Staff coming from 90 countries. Member of the "University of the Greater Region" (UniGR)
• A modern and dynamic university. High-quality equipment. Close ties to the business world and to the Luxembourg labour market. A unique urban site with excellent infrastructure
• A partner for society and industry. Cooperation with European institutions, innovative companies, the Financial Centre and with numerous non-academic partners such as ministries, local governments, associations, NGOs …

How to apply

Applications should include:

• Curriculum Vitae
• Cover letter

Early application is highly encouraged, as the applications will be processed upon reception. Please apply ONLINE formally through the HR system. Applications by Email will not be considered.

All qualified individuals are encouraged to apply. In line with our values, the University of Luxembourg promotes an inclusive culture. We encourage applications from individuals of all backgrounds and are dedicated to upholding equality and respect for our employees and students.

General information:

• Contract Type: Permanent
• Work Hours: Full Time 40.0 Hours per Week
• Location: Campus Belval
• Internal Title: Administrative assistant
• Job Reference: UOL06639

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