Project Coordinator (29789)

Karlstad University; Gent; Sur place; EUR 18 000 - 24 000; Temps partiel

Avantages offerts par ce poste

Indefinite duration contract

Flexible role

International research environment

Collaboration with interdisciplinary团队

Résumé du poste

Ghent University invites internal candidates to apply for a part-time Administrative Assistant (20%) for the ERC project HAIR. The role focuses on administrative coordination, budget follow-up, and event support within an international research team.

The successful candidate will work closely with the PI and research staff, ensuring smooth day-to-day project operations and compliant documentation in a dynamic university environment.

Qualifications

• Master’s degree required.
• Experience in administrative or project support.
• Highly organized, detail-oriented, and able to work independently.
• Able to manage tasks within a part-time schedule.
• Strong English communication; Dutch is a plus.

Responsabilités

• Provide administrative support to the ERC project and the PI.
• Monitor timelines, milestones, and reporting obligations.
• Liaise with UGent administrative services (HR, Finance, Research Support Office).
• Assist with budget follow-up and financial administration.
• Organise internal meetings, workshops and conferences.
• Support the organisation of international academic events.
• Assist in recruitment procedures.
• Support onboarding processes for project staff (PhDs, postdocs).
• Maintain structured project documentation and archives.
• Support internal communication within the research team; website updates.

Connaissances

Administrative support

Project coordination

English communication

Formation

Master’s degree

Outils

E-recruitment system

Description du poste

Ghent University is one of the top 100 universities in the Dutch language area, with more than 44,000 students and 15,000 staff members.

ABOUT GHENT UNIVERSITY

Ghent University is a world of its own. Employing more than 15,000 people, it is actively involved in education and research, management and administration, as well as technical and social service provision on a daily basis. It is one of the largest, most exciting employers in the area and offers great career opportunities. With its 11 faculties and more than 80 departments offering state-of-the-art study programmes grounded in research in a wide range of academic fields, Ghent University is a logical choice for its staff and students.

Administrative Assistant (20%) – ERC Project “HAIR”

The Department of Languages and Cultures at Ghent University invites internal candidates to apply for a part-time (20%) Administrative Assistant position within the ERC-funded research project:

“HAIR – Hair, Identity, Beauty, and the Self in Muslim Contexts: Emotional Landscapes and Changing Femininities Beyond the Veil”

(Principal Investigator: Prof. Dr. Lisa Maria Franke, Department of Languages and Cultures, Faculty of Arts and Philosphy, Ghent University)

Position Description

This position supports the administrative and organisational coordination of a major ERC research project. The assistant will work closely with the Principal Investigator and research team to ensure the smooth day-to-day running of the project. Given the long-term nature of the project, the role requires continuity and reliability in combination with strong organisational skills.

Work Schedule

The position corresponds to approximately one working day per week (20%). The exact working schedule can be arranged in consultation with the Principal Investigator. A regular, predictable presence (e.g. a fixed day per week) is preferred to ensure continuity in project coordination, though some flexibility can be accommodated depending on project needs (e.g. during events or deadlines).

YOUR TASKS

Project Administration & Coordination

Provide administrative support to the ERC project and the PI

Monitor timelines, milestones, and reporting obligations

Liaise with UGent administrative services (HR, Finance, Research Support Office)

Assist with budget follow-up and financial administration

Meetings & Event Organisation

Organise internal meetings, workshops and conferences

Support the organisation of international academic events

Recruitment & HR Support

Assist in the preparation and coordination of recruitment procedures

Support onboarding processes for project staff (PhDs, postdocs)

Communication & Documentation

Maintain structured project documentation and archives

Support internal communication within the research team

Assist with website updates and basic dissemination tasks

WHAT WE ARE LOOKING FOR

You hold at least a Master’s degree

You have experience in administrative or project support (preferably in a research context)

You are highly organised, detail-oriented, and able to work independently

You are able to manage tasks efficiently within a part-time schedule

You have strong communication skills in English (Dutch is an asset)

Assets

Experience with ERC or EU-funded projects

Experience in organising academic events

Familiarity with UGent administrative procedures

WHAT WE CAN OFFER YOU

• We offer you a contract of indefinite duration.
• Your contract will start on 01.12.2026 at the earliest.

A part-time (20%) position within a prestigious ERC-funded project

A flexible role compatible with existing duties within the university

A dynamic and international research environment

Close collaboration with an interdisciplinary research team

• All Ghent University staff members enjoy a number of benefits, such as a wide range of training and education opportunities, 36 days of holiday leave (on an annual basis for a full‑time job) supplemented by annual fixed bridge days, a bicycle allowance and eco vouchers. Click here for a complete overview of all the staff benefits .

INTERESTED?

Apply online through the e-recruitment system before the application deadline (see above). We do not accept late applications or applications that are not submitted through the online system.

Your application must include the following documents:

• In the field ‘CV’: your CV and a transcript of your academic record (merged into one pdf file)
• In the field ‘Cover letter’: your application letter in pdf format
• In the field ‘Diploma’: a transcript of the required degree (if already in your possession). If you have a foreign diploma in a language other than our national languages (Dutch, French or German) or English, please add a translation in one of the mentioned languages.
• In the field "other documents": a reference letter, an overview of your study results, …

Note that the maximum file size for each field is 10 MB.

As Ghent University maintains an equal opportunities and diversity policy, everyone is encouraged to apply for this position.

MORE INFORMATION

For more information about this vacancy, please contact Prof. Lisa Franke ( [e-mail] ). Important: do NOT send your application by email, but apply online.

Do you have a question regarding the online application process? Please read the FAQ or contact us via [e-mail].