Study programme administrator

Université du Luxembourg

  • Esch an der Alzette
  • Unbefristet
  • Vollzeit
  • 5 Tage her
About the FSTMThe is an international research university with a distinctly multilingual and interdisciplinary character.The (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 roleIn this role, you will provide administrative and project support to the Faculty's teaching program, with a particular focus on coordinated EU Master Programs. You will work closely with the team of study program administrators, the Dean's office of the Faculty, and central services of the University.
  • Collaborate with the study program directors in the planning and scheduling of study programs, including classes and exams:
  • Arrange classrooms, equipment and materials needed for study program activities
  • Coordinate with faculty members, students and external partners to ensure smooth delivery of programs
  • Serve as the primary contact point for students and staff regarding study program queries
  • Assist and advise students with registration, timetable information and general program-related assistance by email, phone and via the online platform
  • Provide follow-up and day-to-day administrative assistance regarding planning and study program updates
  • Data base administration: course, grades, ECTS, etc.
  • Ensure study program adhere to institutional policies and accreditation requirements, ensuring compliance with academic regulations
  • Maintain accounting records of program courses within the university's accounting guidelines
  • Assist the study director with promoting the teaching programs (meetings, open days, student fairs, etc.)
  • Provide administrative support for non-academic events related to the study programs
  • Ad hoc support for other study program administrators (e.g. covering in case of absence etc.)
  • Collaborate with project managers and research facilitators managing EU funding that supports coordinated EU Master Progams:
  • Strategic Oversight of EU and Erasmus+ Programmes in leading the planning, coordinating and continuously improving the international study programmes funded by EU and Erasmus+ initiatives, ensuring alignment with institutional goals and funding regulations
  • Stakeholder Engagement and Relationship Management in building and maintaining strong relationships with academic departments, partner universities, funding agencies, and student bodies to ensure effective collaboration and programme delivery
  • Support for Mobility and Exchange Activities in coordinating student and staff mobility processes, including application management, documentation, and support services
Your profile
  • Bachelor's Degree in Office Administration, Executive Assistant or related field
  • Minimum of 5 years of professional administrative experience in an operational environment (e.g., higher education, corporate, government, or nonprofit)
  • Experience supporting senior staff or academic departments preferred, especially within the context of EU projects
  • Fluency in French and English, German being an added value
  • Strong organizational and multitasking skills to manage multiple deadlines and priorities efficiently
  • Excellent written and verbal communication skills, including professional correspondence
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with academic or enterprise management software
  • Experience with scheduling, calendar management, meeting coordination, and travel arrangements
  • Proactive approach to anticipating needs and solving problems
  • Customer service orientation with ability to interact professionally with faculty, staff, students, and external stakeholders
  • Team player with strong interpersonal skills
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 applyApplications 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: Study programme administrator
  • Job Reference: UOL07661
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