Team Leader - Office of Doctoral Studies

About us

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

The Vice-Rector for Research is looking for a dynamic and experienced Team Leader to lead the Office of Doctoral Studies (Bureau des Etudes Doctorales - BED) at the University of Luxembourg. In this role, you will manage a team of Student Officers, ensure efficient coordination and process optimization, accompany the doctoral experience to enhance candidate satisfaction and the university's reputation, and drive change initiatives to improve procedures, processes and culture.

Positioned within the Vice-Rectorate for Research, the Office of Doctoral Studies serves as the central administrative hub for doctoral candidates throughout their academic journey. Its main missions include:

• Coordinating the paths of over 1,000 doctoral candidates from admission to graduation
• Ensuring compliance with internal regulations and national legislation
• Supporting supervisors and candidates in administrative, procedural, and regulatory matters
• Collaborate with the Doctoral Schools and the UL Competence Center to design and deliver onboarding and training programs for doctoral candidates
• Acting as the primary contact point for internal and external stakeholders

Your role

• Organize and accompany the PhD lifecycle in an ethical and professional manner, in close cooperation with doctoral schools, from admission to graduation
• Ensure the PhD lifecycle complies with university regulations and procedures and national legislation
• Manage the application process for doctoral research supervision rights, design and oversee training for new supervisors in collaboration with HR and the Vice-Rectorate for Research
• Lead, coordinate, and support the BED team, fostering efficient workflows, strong team spirit, and continuous improvement and innovation
• Ensure smooth and proactive administrative interaction with internal and external stakeholders, including doctoral schools, university services, Luxembourg research institutes, and international partners
• Support conflict resolution and case management with a solution-driven approach
• Drive digital transformation of administrative processes to enhance efficiency for doctoral candidates, supervisors, thesis committees, and other stakeholders
• Influence and support change management initiatives, ensuring the team and stakeholders adapt effectively to evolving processes and strategic priorities
• Deliver clear and insightful reports and data analyses, and ensure consistent, strategic communication with the Vice-Rector for Research
• Contribute to the development and delivery of a comprehensive course catalog of essential skills and training for doctoral candidates
• Take responsibility for sound budget planning and management
• Represent the Office of Doctoral Studies as a central advocate for doctoral candidates, ensuring their experience is positive and aligned with the university's strategic objectives and reputation

Your profile

• Master's degree, or equivalent through professional experience
• Minimum 6 years of relevant experience, preferably in an academic environment, with proven leadership skills and ability to manage a small team
• A teamplayer, able to work both within and across teams and services
• Knowledge of academic regulatory and legal processes is considered a plus
• Excellent written and verbal communication skills in English plus either French or German, ideally both

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: Permanent
• Work Hours: Full Time 40.0 Hours per Week
• Location: Belval Campus
• Internal Title: Team leader
• Job Reference: UOL07940

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