Unit Administrator – EMBL Imaging Centre

Administration

EMBL Heidelberg

The European Molecular Biology Laboratory (EMBL) is one of the highest ranked scientific research organisations worldwide. The Headquarters Laboratory is located in Heidelberg (Germany), with additional sites in Barcelona (Spain), Grenoble (France), Hamburg (Germany), Hinxton near Cambridge (UK) and Rome (Italy).
Due to rapid developments in new imaging technologies, the pace of biological and medical discoveries has increased at an unprecedented speed in the 21st century. For the first time, high-resolution electron and light microscopy technologies enable us to directly visualise the molecular machinery of life under native conditions.

Consequently, cutting-edge microscopy is becoming a central technological platform for the life sciences. In 2021, EMBL has opened a new imaging service facility at EMBL Heidelberg campus, the EMBL Imaging Centre (EMBL IC) which has the mission to make the latest imaging technologies available as quickly as possible to a broad, international user community of researchers from academia to industry.

The EMBL IC is looking for an Administrator to join our team to support us and our users. You will work within a vibrant service facility welcoming scientists from all over the world.

Your role

The Unit Administrator provides a wide range of administrative support for all activities of the EMBL IC. The successful candidate will act as the main point of contact in the EMBL IC for the facility and research staff as well as our users and will need strong interpersonal skills, a high level of accuracy and the ability to prioritise tasks as well as multitask.

General administrative support:

• Providing administrative support to the EMBL IC leadership and management team, its Team Leaders and team members.
• Acting as point of contact for the Facility and answering general queries.
• Liaising with other departments within EMBL as required.

Specific administrative duties:

• Organising user visits to the Centre,
• assisting with travel bookings of team members and users,
• financial administration, including processing of reimbursements, invoices and reconciliation of payments,
• supporting organisation of training events (conferences, seminars, courses) for up to 150 people,
• supporting recruitments,
• managing EMBL IC communications and mailing lists,
• coordinating staff meetings and EMBL IC team activities,
• handling complex and time sensitive shipments,
• and preparing meeting agendas and takes committee meeting minutes

and performing additional tasks as required.

Closing date: 28 November 2024
Contract duration: 3 years
Grading: 4 or 5; depending on individual qualification and experiences

Reference number: HD02747

You have

• Relevant education, training and work experience, preferably in an international environment;
• The ability to provide a broad range of administrative functions;
• Solid knowledge of standard office software, especially Excel, Word and pdf editing software;
• The ability to observe deadlines and prioritise tasks;
• Excellent planning and organisational skills, particularly with regards to the completion of multiple parallel tasks as well as a strong attention to detail;
• Persistence in the face of difficult problems or challenges and the ability to remain calm in stressful situations;
• A service-oriented approach to interactions with scientists;
• The capacity to work independently as well as a part of an international team;
• A self-motivated personality;
• Fluency in English with excellent written and oral communication skills.

You might also have

• Working experience in a scientific environment;
• Good working knowledge of German.

Why join us

EMBL is an inclusive, equal opportunity employer offering attractive conditions and benefits appropriate to an international research organisation with a very collegial and family friendly working environment. The remuneration package comprises a competitive salary, a comprehensive pension scheme, medical, educational and other social benefits.

Excellent child care facility is available on campus.

What else you need to know

We are Europe’s flagship research laboratory for the life sciences – an intergovernmental organisation performing scientific research in disciplines including molecular biology, physics, chemistry and computer science. We are an international, innovative and interdisciplinary laboratory with more than 1600 employees from many nations, operating across six sites, in Heidelberg (HQ), Barcelona, Hinxton near Cambridge, Hamburg, Grenoble and Rome.

EMBL’s mission is to offer vital services in training scientists, students and visitors at all levels; to develop new instruments and methods in the life sciences and actively engage in technology transfer activities, and to integrate European life science research.

The working language of the institute is English.

In your online application, you will be asked to include a cover letter, CV and the contact details of 3 referees. Further information about the position can be obtained from Stephanie Alexander, ( ), research and Service Coordinator of the EMBL IC.

Interviews are planned for December 2024.

The position is intended as a full-time position, however dependent on the candidate’s qualification part-time arrangements to 80% are possible.

The initial contract is for a period of three years with the possibility of a fixed-term extension.

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