Administrative Assistant - 50%

About us

The University of Luxembourg is an international research university with a distinctly multilingual and interdisciplinary character.

Your role

Administrative and Organization coordination

• Act as a point of contact for internal and external stakeholders, liaise with central services and student associations
• Handle incoming and outgoing communication (email, phone, mail) with discretion
• Provide guidance and support on administrative procedures
• Support preparation and follow-up of agreements/contracts for specific projects
• Manage invoices, reimbursements and administrative procedures
• Manage office supplies, equipment and spaces for workshops
• Organize meetings, take minutes and ensure proper documentation and record-keeping
• Coordinate the organization and logistics of cultural activities and events, ensuring an efficient handling of all related administrative tasks
• Contribute to quality and process improvements
• Support administrative procedures for students or other internal/external staff/partners

Student support and administration

• Handle onboarding and offboarding for student assistants and provide guidance
• Support students in search of spaces and equipment for their projects and provide practical information
• Collaborate with other services and support student engagement
• Raise interest and provide support to initiatives by students
• Manage documentation through platforms such as the student management system and the preparation of certificates and other forms

Promotion and outreach

• Support the organization and the set-up of events related to Espace Cultures as well as communication materials and planning
• Facilitate collaborative projects with other services, departments and with external partners
• Promote events, projects as well as networking and other opportunities for students and staff

Your profile

• Relevant diploma or equivalent experience, with initial experience in administrative
  support
• Strong organizational, planning and multitasking skills with attention to detail
• Service-oriented, proactive and team-minded, with a flexible and adaptable
  approach
• Ability to handle confidential information with discretion
• Comfortable working in an international, multicultural environment
• Knowledge of the Luxembourg higher education sector / cultural sector is an asset
• Previous engagement in a student association is an asset
• Proactive in problem-solving and able to communicate ideas clearly and effectively
• Flexible and eager to engage with students
• Fluency in English and French; German/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: Permanent
• Work Hours: Part Time 20.0 Hours per Week
• Location: Belval Campus
• Internal Title: Administrative assistant
• Job Reference: UOL08308

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