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

As Administrator, you will ensure the efficient, well-coordinated, and timely execution of administrative and academic processes. You will work closely with the Head of Department, a small team of administrative assistants, and interact with faculty, central services, and academic staff.

HR records & Data Support

• Track, update, and monitor HR positions, e.g. PhD, postdoc contracts, using established monitoring tools
• Liaise with professors and central services to collect data and ensure timely and accurate HR information flow
• Support operational aspects of academic recruitment and onboarding - documentation, induction logistics, follow-up

Financial & Budgetary Support

• Assist in compiling, controlling, and reporting on department financial data
• Collaborate with the Head of Department and Financial controllers to ensure accurate and timely budget monitoring, with emphasis on HR Budget

Administrative Coordination

• Organise departmental meetings, e.g., agendas, practicalities, minutes, action follow-up, and collaborate with administrative assistants, notably on complex or cross-cutting topics, or during periods of high workload
• Support on teaching allocation monitoring, e.g. teaching load overview, for strategic oversight by academic leads
• Facilitate the smooth execution of core academic processes, e.g. support course directors with teaching-related documents, gathering evaluations
  
  

Communication & Liaison

• Act as a point of coordination between the department, faculty, and central university services for administrative matters.
• Ensure clear, structured, and efficient communication with internal stakeholders, and with external stakeholders where relevant
• Gather and channel departmental news, achievements, and outreach activities to faculty communication services

Process & Quality Support

• Contribute to the maintenance and improvement of departmental administrative processes in coordination with the Dean's office
• Ensure compliance with established procedures and administrative deadlines

Your profile

• Bachelor's degree or equivalent experience in administration, management, or a relevant field
• Minimum 5 years' professional experience in a similar administrative or support role, ideally in higher education
• Proficient with Microsoft Office with advanced skills in Excel
• Very good organisational, coordination, and communication skills
• Reliability, attention to details, with the ability to work both independently and as part of a team
• Strong spoken and written English; knowledge of French, German, or Luxembourgish is an asset

We offer

• A modern, dynamic university with a personal and inclusive atmosphere. Multilingual and international character. Staff coming from more than 90 countries. Member of The Guild of European Research Intensive Universities
• An exceptional research environment, supported by skilled staff and high-quality equipment. Strong links to professional sectors and the Luxembourg labour market. A unique urban campus with excellent infrastructure
• A partner for society and industry. Cooperation with European institutions, innovative companies, the Financial Centre and a wide range of non-academic partners including ministries, local governments, associations, and 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: Administrator
• Job Reference: UOL08132

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