Programme Administrator - EMBL International PhD programme
Location: Heidelberg, Germany
Staff Category: Staff Member
Contract Duration: 3 years (renewable)
Grading: 4, 5 or 6; depending on qualifications and experience
Closing Date: 20 October 2019
Reference Number: HD01621
EMBL is Europe’s flagship laboratory for the life sciences – an intergovernmental organisation with more than 80 independent research groups covering the spectrum of molecular biology. It operates across six sites, Heidelberg (HQ), Barcelona, Cambridge, Grenoble, Hamburg and Rome. Training the next generation of scientists is a core mission of the EMBL. EICAT’s Internal Scientific Training team coordinates EMBL’s predoctoral and postdoctoral programmes, which provide world-class training and career development support for our fellow community. The EMBL International PhD programme (EIPP) is widely recognized as one of EMBL’s flagship programmes and hosts ca. 220 PhD students across the six sites at any given time.

Your role

The EIPP Programme Administrator will join the graduate office at EMBL Heidelberg and will share all duties involved in the day-to-day operation of the EMBL International PhD programme (see below). You will act as a first point of reference for PhD students and will constantly communicate with the Dean of Graduate Studies. You will also closely interact with other colleagues in the Internal Training Team, such as the Postdoc Programme Manager and the Career Advisors. Your main responsibilities will include:
  • Administrative support of ca. 220 students at steady state; including contract administration, monitoring of academic requirements and help with University registration;
  • Organisation of two annual recruitment rounds, including handling of incoming applications and inquiries, facilitating the evaluation process, organisation of the on-site interviews;
  • Organisation of the predoc courses and other training events (e.g. Corporate Winter School, EMBL Lautenschläger Summer School);
  • Maintenance and further development of an online platform for PhD recruitment and student management;
  • Advertisement of the PhD programme and recruitments, including attending career fairs, updating website and brochure content;
  • Monitoring of the EIPP budget and expenditures;
  • Preparation of statistics and Graduate Committee meeting minutes;
  • Fostering communication with internal stakeholders of the EIPP; e.g. student body, EMBL faculty, Human resources, Grants services, Communications, International Relations, Office of Resource Development etc.;
  • Managing relationships with external stakeholders, e.g. Partner Universities and other collaborators;
  • Point of contact for internship inquiries and other matters related to undergraduate students.
As our ideal candidate, you will be expected to work with a high degree of autonomy and to pro-actively handle all of your tasks. You will also enjoy contributing to dedicated projects in line with the future strategic development of the PhD programme.

You have

As the successful candidate you are expected to have a higher-level university degree in the area of life sciences, human resources or related fields. You should have also previously demonstrated effective organizational skills and the ability to work in an independent and proactive manner. Excellent interpersonal skills are essential for this position, as is the ability to establish effective channels of communication with a large variety of stakeholders. The ability to pay attention to details and to ensure that matters are dealt with confidentially, efficiently and in a timely manner is also necessary. The position requires the highest degree of service orientation and a demonstrated ability to work in an international team. Qualifications should include a first-rate command of written and spoken English.

You might also have

Proven experience in the human resource sector or advanced scientific training at the PhD level would be an asset. Relevant experience in the area of establishment and maintenance of databases, as well as previous exposure to university marketing focusing on training and education would be beneficial. Practical experience in survey design and data analysis would also be advantageous. Spoken and written knowledge of German is desirable, as is fluency in other languages, especially French, Italian or Spanish. As EMBL staff and visitors are of many different nationalities, candidates with previous experience or a desire to work in an international, scientific environment are encouraged to apply.

Why join us

EMBL is curiosity-driven, community-oriented and international. Competitive salary, a relaxed culture, ongoing professional development, an on-site nursery, canteen and library all make EMBL a great place to work. Our mission has us exploring life at all levels, and creating new ways to look at the world. Our reputation is built on scientific excellence and collaboration, and the projects we take on require all kinds of people and working styles, from big-picture creatives to patient detail-seekers.

What else you need to know

EMBL is a non-profit, intergovernmental organisation funded by 26 member states and two associate member states. EMBL is an inclusive, equal opportunity employer offering attractive conditions and benefits appropriate to an international research organisation.

What’s it like to work at EMBL? Hear what some of our staff have to say on our YouTube channel: https://www.youtube.com/watch?v=N5Ny9Tr2uaY

Please note that appointments on fixed term contracts can be renewed, depending on circumstances at the time of the review.

The interviews are tentatively planned for 5 or 12 Nov 2019.