Administrative Assistant in Life Sciences

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

The job holder will provide comprehensive administrative and secretarial support to the DLSM. The selected candidate will perform a wide range of administrative duties in accordance with established standards and procedures, while maintaining a high level of confidentiality and discretion at all times. The role involves close collaboration with the DLSM Administration team, the research and education teams within the Life Sciences domain, as well as with the University's central services.

Responsabilities:

• Execute day-to-day administrative tasks and processes in line with University procedures, managing files, documentation, invoices, reimbursements, and procurement, while supporting staff, student, and visitor administration and contributing to quality and compliance initiatives
• First contact point for staff and visitors for general information and advice within the DLSM's Life Sciences domain
• Handle incoming and outgoing communications, e.g. email, mail, telephone, MS Teams, for the DLSM and the DLSM's Life Sciences domain, ensuring confidentiality, discretion, and timely follow-up on all requests
• Organise internal and external appointments, meetings, events and professional trips by managing logistics, calendars, and following up on authorisations, reimbursements, and invoicing
• Prepare internal reports, meeting materials, and minutes, while maintaining accurate records, and disseminating information and updates to relevant stakeholders
• Enter, verify, and maintain accurate and complete information in University systems, ensuring compliance with procedures and preparing summaries or overviews as needed
• Manage office supplies, equipment, and furniture orders, coordinate with central services for purchasing and inventory, and contribute to the allocation and maintenance of office spaces

Your profile

• University Degree (Bac +2/3)
• Minimum 3 years previous experience in administrative or secretarial work
• Proficient use of MS Office tools, e.g. Word, Excel, PowerPoint, Teams
• Previous experience working with SAP systems will be an asset
• Knowledge of Power BI will be an asset
• Strong organisational skills, with strong attention to detail and accuracy
• Demonstrated initiative and ability to manage multiple tasks independently
• A team player with a diplomatic, friendly, and service-oriented attitude
• Reliable, proactive, and flexible in responding to changing priorities
• Fluency in English is required; a good command of French is a strong advantage; knowledge of German is considered an advantage

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 24 Month
• Work Hours: Full Time 40.0 Hours per Week
• Location: Belval Campus
• Internal Title: Administrative assistant
• Job Reference: UOL07963

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