Administrative Officer - Scientific Visitor Programme

Your role

Administrative duties :

• Assume primary responsibility for the scientific visit cycle of academics and industry visitors (prospective visit query handling, visitor registration, check-in procedures, sourcing IT access, lunch cards, letters of agreement and extensions, leaving procedures)
• Liaise closely with Human Resources (HR), hosting group / team leaders and Unit / Site administrators, including at other sites (Barcelona, Grenoble, Hamburg, Hinxton and Rome) to ensure visitor information is complete and visitor status is appropriate
• Actively participate and facilitate the EMBL wide ERP transition from SAP to Workday, and appropriately transfer and implement visitor workflows through Workday
• Provide bespoke advice where relevant on issues relevant to facilitating scientific stay at EMBL (housing, transport, schooling / childcare options etc)
• Collect and prepare annual scientific visitor statistics from across EMBL to be submitted towards Annual report, Council meetings etc
• Collect and prepare annual report on external training and advisory activities of EMBL’s faculty / team leaders in collaboration with EMBL Strategy team
• 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 (posters etc) 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 (Member State visits, incoming delegate visits)
• Receive facilitator training and present tours of EMBL’s World of Molecular Biology Exhibition (WMB) to select external visitors (industry delegates,students / researchers, conference / course participants)
• 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

Closing date : 12 August 2024

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

Reference number : HD02647

Related

You have

• 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

You might also have

• Project management qualifications / experience
• Good working knowledge of German
• Prior experience working for an international / intergovernmental organisation

Don’t meet every single requirement? We are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply nevertheless.