Your role
Administrative duties:
1. 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)
2. 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
3. Actively participate and facilitate the EMBL wide ERP transition from SAP to Workday, and appropriately transfer and implement visitor workflows through Workday
4. Provide bespoke advice where relevant on issues relevant to facilitating scientific stay at EMBL (housing, transport, schooling/childcare options etc)
5. Collect and prepare annual scientific visitor statistics from across EMBL to be submitted towards Annual report, Council meetings etc
6. Collect and prepare annual report on external training and advisory activities of EMBL’s faculty/team leaders in collaboration with EMBL Strategy team
7. Compile minutes and summarise discussions from the quarterly Course and Conference Committee meeting
8. Fulfil other administrative duties to support the EICAT Head of External Scientific Training in ensuring the functioning of the department
Fellowships management:
9. Assist the Scientific Visitor Programme Lead in implementing short term scientific visitor fellowship schemes offered by EMBL
10. Provide support to curate applications, organise evaluation/review meetings, and pre- and post-award communications with awardees
11. Prepare marketing material (posters etc) and manage advertisement lifecycle for various fellowships, in collaboration with EMBL Communications team
12. Process reimbursement claims for awardees
Communication and outreach:
13. 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)
14. 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)
15. Send and collect visitor feedback surveys for all scientific visitors, including visit summary reports from fellowship awardees
16. Collaborate with the Lead to ensure the SVP website is up to date and accurate
Closing date: 12 August 2024
17. Contract duration: 3 years
18. 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
19. Reference number: HD02647
Related
You have
20. A University degree in administration and/or relevant experience in project/programme management
21. High level of service-orientation and intercultural/emotional intelligence
22. Ability to communicate effectively across hierarchies and stakeholders in an international organisation
23. Strong organisational skills with meticulous attention to meeting deadlines
24. Willingness to learn and progressively assume responsibilities
25. Open-minded, friendly, and collaborative mindset when interacting with various stakeholders
26. Team-player
27. Excellent professional fluency in English
You might also have
28. Project management qualifications/experience
29. Good working knowledge of German
30. 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.