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EPFL, the Swiss Federal Institute of Technology in Lausanne, is one of the most dynamic university campuses in Europe and ranks among the top 20 universities worldwide. The EPFL employs more than 6,500 people supporting the three main missions of the institutions: education, research and innovation. The EPFL campus offers an exceptional working environment at the heart of a community of more than 18,500 people, including over 14,000 students and 4,000 researchers from more than 120 different countries.

Administrative Specialist for Faculty Affairs and Academic Outreach, STI

Mission

Faculty Affairs (50%) : The Head of Faculty Affairs of the School of Engineering (STI) at EPFL leads a small team dedicated to processes governing academic matters within the School (such as academic recruitment, academic promotions, sabbatical and research leaves, etc.) and provides executive support to the Dean of the School and the Chair of the Academic Evaluation Committee (CEA-STI). For this mission, the Head of Faculty Affairs is seeking an Administrative Specialist.

 

Academic Outreach (30%) : The EPFL Excellence in Engineering (E3) Program offers an intensive research training opportunity to BSc and MSc students from outside EPFL interested in research careers in any field of engineering, science, and technology. The E3 coordinator is seeking an Administrative Specialist to assist with the management of the program.

Main duties and responsibilities

Faculty Affairs (50%):  Support to the Head of Faculty Affairs for:
•    Professor recruitment activities:
      -    Overseeing recruitment processes on the dedicated platform
      -    Processing application files, communicating with candidates
      -    Planning and organizing recruitment procedures
•    Professor promotion activities and assistance to the Chair of the CEA-STI
      -    Updating and applying procedures
      -    Communication and coordination between committee members, institutes, the Dean, management, and candidates
      -    Managing internal and external reference letters
•    Support to the Head of Faculty Affairs for overall faculty matters and data management
      -    Preparing nomination files and documents
      -    Overseeing onboarding and offboarding processes within the School
      -    Maintaining up-to-date faculty data and updating tracking files

 

Academic Outreach (30%): Administrative management of the E3 internships:
•    Contributing to the management of applications (including candidate eligibility and sending rejection emails to ineligible/non-selected students)
•    Managing enrolled students (visa requests, housing search, participation certificates, etc.)
•    Ensuring follow-up with laboratories and coordinate with HR, the Academic Services Office (SAC), and the Housing Office
•    Organizing events (2-3 per year)
•    Handling reimbursements (scholarships, etc.) and evaluation surveys (students, lab administrative assistants, professors)

Profile

Education:

  • Commercial diploma (CFC) or equivalent training
  • Very good knowledge of French and English (min. C1)

 

Knowledge:

  • Proficiency in Word, Excel, Powerpoint
  • Knowledge of EPFL’s administrative processes is an asset

 

Skills:

  • Personal organization, priority management, strong respect for deadlines, excellent team and interpersonal skills
  • Attention to detail and confidentiality
  • Ability to work in a multicultural environment and interact with all levels of the school, faculty and staff
  • Service-oriented, self-motivated, good sense of initiative, responsive and autonomous

We offer

  • A stimulating, dynamic, interdisciplinary, and international work environment
  • An internationally renowned academic institution, growing rapidly in research, education, and innovation
  • Excellent working conditions

Informations

  • Contract Start Date : immediately or to be agreed
  • Activity Rate : 80%
  • Contract Type: CDI
  • Reference: 1772 










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