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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 17,000 people, including over 12,500 students and 4,000 researchers from more than 120 different countries.

Administrative assistant

Mission

We are looking for an administrative assistant for a dual position encompassing the general administrative support for the CRYOS lab (40-50%) and the administrative support of the SWEET-EDGE project (25%)

Main duties and responsibilities

For CRYOS:

- Administrative and financial management (bookkeeping, invoices creation and payment, credit cards monthly statement to the professor and members of the group)
- Administrative and financial management for budgetary funds, external funding, projects and the SUNWELL start-up in close collaboration with relevant services and update of the attached platforms (EPFL GrantsDB, mySNF, etc.);
- Preparation and verification of financial reports for laboratory projects
- Time-keeping management (Chronos)
- Management of the IT equipment inventory
- Management of Slack messaging for the CRYOS and SLF groups in collaboration with the SLF person in charge (monthly member update and billing)
- Management of the offices in Sion (workplace, general organization, cleaning, access)
- Purchase of new equipment and maintenance organization of scientific equipment abroad (exportation and importation with Rhenus transport company)
- Organisation of the team’s travels (booking of transport tickets and accommodation), preparation and validation of expense notes
- Organisation of the arrival of new collaborators and visiting scientists (hiring procedures, workspace and access to EPFL systems,
support for visa, lodging, health insurance, etc.)
- Organisation of the arrival of trainees and master students (accreditation, transport arrangement, office, access, exam)
- General coordination with other EPFL services, funding agencies and partners
- Communication: edition of the annual report and other documents
- Communication : Maintenance of the CRYOS website
- Organisation of theses defenses, group meetings, excursions, and other activities organized by the professor / group.
- Update of the professor’s agenda

 

For SWEET-EDGE:

- Management of Project Management Unit, Coordination Board and Advisory Board meetings: invitations and agendas, meeting rooms (physical or virtual) and logistics. Take notes and minutes
- Logistical support at Consortium events (Consortium Meetings, Biennale)
- Preparation of the Consortium's annual schedule and regular update of the contacts list
- Follow-up of legal and financial aspects with EPFL research department (supplementary budgets, sub-contracts, P&D)
- Update monitoring platforms (GrantsDB, etc..)
- Establish various administrative and accounting documents useful for project management
- Maintain financial monitoring and projection tables, taking into account available budgets and actual/forecast expenditure
- Monitor overall project progress and consistency between budgets and deliverables
- Elaboration and consolidation of the Consortium's annual financial report
- Organization of the site visit in coordination with the SFOE, the monitoring panel and the Coordination Board (choice of venue, establishment of the program and coordination of the presentation)

 

Profile

  • Senior administrative assistant with 10+ years in a similar role
  • Accounting and budget management skills
  • Excellent communication, interpersonal and coordination skills
  • At ease with MS Office tools and good knowledge of internal EPFL systems, tools and processes
  • Proficient in french and english
  • Proactive and dynamic, autonomous and with a high sens of responsibility in a multicultural environment

We offer

  • An exciting opportunity to work in a lab and a multidisciplinary project at the forefront of climat change
  • Attractive working conditions
  • The opportunity to work with four different academic institutions in Switzerland

Informations

Contract Start Date : 03/01/2025 

Activity Rate Min : 65,00 

Activity Rate Max : 75,00 

Contract Type: CDI

Duration:  

Reference: 1261 










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