Administrative Assistant support for MEDIACentre

About the FHSE

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

The Faculty of Humanities, Education and Social Sciences (FHSE) at the University of Luxembourg brings together expertise from the humanities, linguistics, cognitive sciences, social and educational sciences.
People from across 20 disciplines are working within the Faculty. Along with the disciplinary approach a very ambitious interdisciplinary research culture has been developed. The faculty's research and teaching focuses on social, economic, political and educational issues with the common goal of contributing to an inclusive, open and resourceful society.

Your role

The MEDIACentre offers a broad range of services related to anything dealing with media as well as a comprehensive understanding of media use for research and teaching purposes. One of its goals is to extend the University of Luxembourg's general media knowledge and global notoriety.

Observing and tracking technological progress is especially paramount to its objectives to anticipate whether something requires an early adoption or not. See website: mc.uni.lu

Responsibilities:

• First point of contact (on-site) for staff, students, visitors and suppliers and welcoming them to the MEDIACentre
• Booking appointments and meetings for the MEDIACentre team
• Interface between the MEDIACentre and central services for finance-related requirements and regulations (e.g.: VAT, depreciation of fixed assets, UL-internal processes and roles, procurement and legal requirements) and HR-related regulations (student helpers, interns)
• Assisting the team leader of the MEDIACentre in the coordination and optimal use of the equipment and facilities.
• Ensuring transparent communication internally and externally
• Ordering, reception, monitoring and dispatching of goods
• Tracking budget and expenses
• Maintaining the inventory of the equipment and the dry hire process (rental of AV equipment)
• Room bookings
• Catering organisation
• Event organisation
• Preparing meeting minutes

Your profile

• Proven experience as an Administrative Assistant
• Strong service-oriented and problem-solving mindset
• Diplomacy and communication skills
• Sense for organisation and detail
• ICT skills (standard Office applications, SAP an asset)
• Flexibility to react to urgencies and to interact with a large variety of people
• Excellent communication skills, service oriented, team player
• Professional and collegial, reliable, can do attitude
• Business English and French is required. Knowledge in Luxembourgish and German is an asset
• Interest and experience in media and Audiovisual technology is an asset

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: Campus Belval
• Internal Title: Administrative assistant
• Job Reference: UOL07381

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