Programme Assistant, EMBO Young Investigator Network at European Molecular Biology Laboratory (EMBL)

About the team/job

EMBO stands for excellence in the life sciences. We support talented researchers at all stages of their careers in Europe and beyond, stimulate the exchange of scientific information, and help build a research environment where scientists can achieve their best work. EMBO runs several programmes for young group leaders: the Young Investigator Programme (YIP), the Strategic Development Installation Grants (SDIG), and the Global Investigator Network (GIN). These programmes are responsible for identifying and supporting some of the best young researchers in the life sciences while they set up their own independent laboratories. 

Your role

EMBO is looking for a Programme Assistant for the young group leader networks. The Programme Assistant provides a wide range of administrative and organizational support including: liaison with international researchers; arranging meetings and delegation visits; responding to enquiries; general accounting; preparation of documentation; proof-reading; diary and meeting coordination.

Specific responsibilities:

  • Manage incoming correspondence, emails and telephone calls including identifying priority items for immediate attention, taking action where possible, or drafting responses;
  • Assist with the processing of applications and reporting documentation;
  • Provide support for the selection of applicants, including corresponding with applicants, potential interviewers/reviewers and the selection committee, logistical organisation of panel interviews and committee meetings;
  • Support the logistical organisation of meetings (virtual and in person), such as the annual YIP meeting, PhD course and the YIP retreat (hotel reservations, local transport, preparation of the necessary materials);
  • Organize webinars and Online Lecture Series;
  • Update programmes’ websites (WordPress) and manage the programmes’ Twitter account;
  • Assist with the administration of benefits available to programme members, such as the mentoring programme, lecture grants, job listings, networking funds, etc.;
  • Keep database records up to date, e.g. logging expenses of funded activities, ensure receipt and logging of necessary grant paperwork and reporting;
  • Maintain a paper and electronic archive of all related documentation;
  • Track and process travel expense claims and other payment requests, liaise with financial department to ensure timely payment;
  • Support the Senior Programme Officer and the Head of the Young Investigator Network 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 or during the weekend. The Programme Assistant reports to the Head of the EMBO Young Investigator Network and works under the direction of the Senior Programme Officer for these programmes.

You have

  • Ideally 2 years’ relevant administrative experience, or an equivalent professional training certificate;
  • Excellent command of standard office software packages (Microsoft Office suite);
  • Excellent written and oral English language skills;
  • Great attention to detail and high quality standards, even while dealing with multiple tasks and deadlines simultaneously and under time pressure;
  • The ability to work both autonomously and as part of a team;
  • A customer and service-oriented attitude and well-developed communication and interpersonal skills.

You might also have

  • Experience in a research administration role, preferably in an international environment;
  • Basic knowledge of databases (FileMaker Pro) and content management systems;
  • Familiarity with the life sciences and scientific career paths.

Why join us

The EMBO offices are located on the international EMBL life science research campus in Heidelberg, Germany. Heidelberg, home to around 150,000 people, is a vibrant university city offering a high quality of life. EMBO is an inclusive, equal opportunity employer offering attractive conditions and benefits appropriate to an international science organisation. The remuneration package comprises a competitive salary, pension scheme and health insurance, and educational and other family-related benefits. As a non-profit organisation, we have an informal and collegial working environment that is inspired by our dedication to working for a common greater good.

What else you need to know

Please note that appointments on fixed term contracts can be renewed, depending on circumstances at the time of the review.

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