Administrator

About the FSTM

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

The Faculty of Science, Technology and Medicine (FSTM) at the University of Luxembourg contributes multidisciplinary expertise in the fields of Mathematics, Physics, Engineering, Computer Science, Life Sciences and Medicine.
Through its dual mission of teaching and research, the FSTM seeks to generate and disseminate knowledge and train new generations of responsible citizens in order to better understand, explain and advance society and environment we live in.

Your role

• Organize academic recruitments:
  • Liaise with registration of applications via Talent Link
  • Communicate with candidates and recruitment committees
  • Organize interview days, from travel for candidates and committees to room reservations and catering
  • Welcome candidate and committee members on interview days
  • Prepare documentation and follow-up for expense reimbursements and honorarium payments
• Follow up and alignment with the Office of Academic Affairs on starting dates, scope, offer letter commitments, other contractual changes of newly hired professors
• Contribute to administrative procedures for (new) employees, students or other internal/external staff/visitors:
• Collaborate with the Head of Departments to initiate and monitor hiring requests
• Synchronize with the Financial Controllers to ensure budget availability
• Monitor all definite period contracts and initiate contract extensions in collaboration with the Hiring Managers and the financial controllers
• Provide reporting's and ad hoc information
• Document and update data in the relevant administrative systems making sure databases and dashboards are up to date

Your profile

• 5 years of relevant experience in an administrative role, preferably with HR exposure
• Strong proficiency in Excel
• Excellent organizational skills with attention to detail and accuracy
• Ability to manage multiple tasks and prioritize effectively
• Service-oriented with high team spirit, able to work autonomously
• Fluency in English and French is required. Any other language will be considered as an asset

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: Fixed Term Contract 12 Month
• Work Hours: Full Time 40.0 Hours per Week
• Location: Campus Belval
• Internal Title: Administrator
• Job Reference: UOL07428

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