Administrative Officer - Scientific Visitor Programme in Heidelberg bei European Molecular Biology Laboratory

EMBL is Europe’s life sciences laboratory – an intergovernmental organisation with more than 110 independent research groups and service teams covering the spectrum of molecular biology. It operates across six sites in Heidelberg (headquarters), Barcelona, Cambridge, Grenoble, Hamburg and Rome. Our mission is to perform basic research in molecular biology; train scientists, students and visitors at all levels; offer vital services to scientists in the public and private sectors within the member states; develop new instruments and methods; and engage actively in technology transfer.

This position is based onsite in Heidelberg (Germany) and offers a unique opportunity to contribute to the scientific and career advancement of scientists visiting one of Europe's leading life sciences research organisations. As a staff member of the External Training team of the EMBL International Centre for Advanced Training (EICAT), your role is pivotal in contributing to the organisation's training mission. Working within a dynamic team under the Scientific Visitor Programme Lead, you will be responsible for administrative and operational effectiveness of the Scientific Visitor Programme (SVP) - which welcomes 700+ short term scientific visitors to EMBL annually. The officer reports directly to the Scientific Visitor Programme and Training Lead. The successful candidate is expected to commence duties from January 2025.

Administrative duties:

• Assume primary responsibility for the scientific visit cycle of academics and industry visitors (prospective visit query handling, visitor registration, check-in procedures, sourcing IT access, lunch cards, letters of agreement and extensions, leaving procedures)
• Liaise closely with Human Resources (HR), hosting group/team leaders and Unit/Site administrators, including at other sites (Barcelona, Grenoble, Hamburg, Hinxton and Rome) to ensure visitor information is complete and visitor status is appropriate
• Actively participate and facilitate the EMBL wide ERP transition from SAP to Workday, and appropriately transfer and implement visitor workflows through Workday
• Provide bespoke advice where relevant on issues relevant to facilitating scientific stay at EMBL (housing, transport, schooling/childcare options etc)
• Collect and prepare annual scientific visitor statistics from across EMBL to be submitted towards Annual report, Council meetings etc
• Collect and prepare annual report on external training and advisory activities of EMBL’s faculty/team leaders in collaboration with EMBL Strategy team
• Compile minutes and summarise discussions from the quarterly Course and Conference Committee meeting
• Fulfil other administrative duties to support the EICAT Head of External Scientific Training in ensuring the functioning of the department

Fellowships management:

• Assist the Scientific Visitor Programme Lead in implementing short term scientific visitor fellowship schemes offered by EMBL
• Provide support to curate applications, organise evaluation/review meetings, and pre- and post-award communications with awardees
• Prepare marketing material (posters etc) and manage advertisement lifecycle for various fellowships, in collaboration with EMBL Communications team
• Process reimbursement claims for awardees

Communication and outreach:

• Represent the scope, activities and marketing of the Scientific Visitor Programme at internal and external events as directed by the Lead and/or Head of External Scientific Training (Member State visits, incoming delegate visits)
• Receive facilitator training and present tours of EMBL’s World of Molecular Biology Exhibition (WMB) to select external visitors (industry delegates,students/researchers, conference/course participants)
• Send and collect visitor feedback surveys for all scientific visitors, including visit summary reports from fellowship awardees
• Collaborate with the Lead to ensure the SVP website is up to date and accurate

Contract duration: 3 years

Grading: Grade 4 or 5 depending on experience and qualifications (monthly salary starting at €3,607 or €3,925 after tax but excl. pension & insurances) + benefits

Reference number: HD02647

• A University degree in administration and/or relevant experience in project/programme management
• High level of service-orientation and intercultural/emotional intelligence
• Ability to communicate effectively across hierarchies and stakeholders in an internatio