Doctoral programme administrator

About the FSTM
The University of Luxembourg is an international research university with a distinctly multilingual and interdisciplinary character.
The Faculty of Science, Technology and Medicine (FSTM) at the University of Luxembourg contributes multidisciplinary expertise in the fields of Mathematics, Physics, Engineering, Computer Science, Life Sciences and Medicine.
Through its dual mission of teaching and research, the FSTM seeks to generate and disseminate knowledge and train new generations of responsible citizens in order to better understand, explain and advance society and environment we live in.
Your role
You report to the Head of DSSE and work under the functional supervision of the doctoral school facilitator. You ensure the smooth administrative and logistical functioning of the doctoral programmes.
Your responsibilities vary according to the needs of the Programme Director. They include, among others:
Manage doctoral candidate administration in cooperation with HR and the BED (Bureau des Etudes Doctorales), including ECTS records and diploma supplements
Welcome new doctoral candidates and provide information throughout the entire PhD lifecycle
Assist with CET meetings and defences in coordination with the BED and the Departments
Prepare PhD Days and General Assemblies
Coordinate elections for doctoral candidates' representatives and support their activities
Coordinate elections for Programme Directors when required
Oversee thesis prize selections
Set up ECTS training modules and events such as workshops and Winter/Summer schools
Serve as a primary contact point for internal and external information requests from current and prospective doctoral candidates and central services
Provide general administrative support to ensure efficient programme operations
Your profile
Relevant post‑secondary education or equivalent professional experience in administrative work
Proven experience in modern administrative processes
Strong command of MS Office
Ability to work effectively and flexibly in a multilingual, interdisciplinary, and multicultural environment
Very good command of English and French; knowledge of German would be 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
Location: Belval Campus
Internal Title: Study programme administrator
Job Reference: UOL08286

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