Administrative Officer, EMBO Young Investigator Programme

EMBO - European Molecular Biology Organization

Heidelberg, Germany

Staff Category: Staff Member
Contract Duration: 3 years
Grading: 4, 5 or 6, depending on experience and qualifications
Closing Date: 03 April 2016
Reference Number: EMBO_00047

Job Description

EMBO stands for excellence in the life sciences. We enable the best science by supporting talented researchers, stimulating scientific exchange and advancing policies for a world-class European research environment.
EMBO is seeking an Administrative Officer for the EMBO Young Investigator Programme. The Administrative Officer will ensure the smooth running of the programme by providing administrative support to the programme according to set procedures and policies. Tasks include organizing a small number of meetings/courses per year; administrating the selection of new programme members; coordinating other programme activities; correspondence; processing financial claims; and maintaining files, databases and websites.
The EMBO Young Investigator Programme choses some of the best young independent group leaders in Europe through a highly competitive annual selection to join the EMBO Young Investigator programme. During their three-year tenure in the programme, EMBO Young Investigators receive a range of financial and practical benefits. These support them during a critical stage of their career, and help them realize their potential as world-class researchers. A key aspect of the programme is networking. EMBO Young Investigators benefit from a vibrant and broad network of over 450 scientists, made up of current and former Young Investigators, and recipients of an EMBO Installation Grant.

Specific responsibilities:

  • Manage incoming applications for the EMBO Young Investigator Programme and Installation Grants. This includes corresponding with applicants, potential interviewers/reviewers and the selection committee, collating application files and sending these out for review, compiling scores and evaluations, as well as organizing panel interviews with the selection committee and taking the minutes;
  • Organize meetings, such as the annual YIP meeting and PhD course, including organizing logistics (such as hotel reservations, local transport, trainer bookings), and preparation of the necessary materials (badges, abstract books etc);
  • Coordinate a wide range of additional benefits available to programme members. These benefits include a mentoring programme, lecture grants, an online listing of vacancies in programme members’ laboratories, and a networking fund that supports interactions within the programme and the wider scientific community;
  • Maintain an internal database containing up-to-date details of programme members and planned/funded activities;
  • Ensure necessary grant paperwork/reporting is received and logged/filed;
  • Process and record travel expense claims and other payment requests and liaise with financial department to ensure timely payment;
  • Collate and analyze statistical information and create an annual programme report;
  • Ensure internal and external websites display up to date information;
  • Liaise with the EMBO Communication Department regarding programme promotion and announcement of new programme members;
  • Attend external meetings on behalf of EMBO;
  • Assist the manager of the Young Investigator Programme with related duties;
  • Perform additional tasks as required by the EMBO Director.
This position will occasionally require duty travel and working outside of the normal working hours, in the evenings and/or during the weekend during programme meetings/other events.

Qualifications and Experience

Attention to detail, flexibility and excellent organizational skills are necessary in order to coordinate a wide range of activities in parallel. Strong skills in commonly used office software are required, familiarity with databases (preferably FileMaker) is desired.
The Administrative Officer will be responsible for communication with a large number of people from a range of nationalities. A friendly manner and excellent written and spoken English is required; a working knowledge of German would be advantageous. Other desirable skills include the ability to work independently and under pressure.
The ideal candidate will have relevant education, training and work experience, preferably including event organization and/or programme support in an international or scientific environment. The position would suit an experienced administrator, a degree in science would be welcome.

Application Instructions

Please apply online through www.embl.org/jobs.

Additional Information

EMBO is an inclusive, equal opportunity employer offering attractive conditions and benefits appropriate to an international research organisation.
Please note that appointments on fixed term contracts can be renewed, depending on circumstances at the time of the review.