Programme Officer – EMBL International Centre for Advanced Training

EMBL; Heidelberg; Vor Ort; EUR 39.000 - 46.000; Vollzeit

Benefits dieser Stelle

Private medical insurance

30 days annual leave

Relocation package

Campus life facilities

Visa exemption

Zusammenfassung

EMBL Heidelberg is seeking a dedicated administrator to support the EIPP within the Graduate Office. You will join the Internal Scientific Training Team and help organise trainings and events for the PhD programme.

You will work closely with the Fellowship Programmes Lead and Dean of Graduate Studies, coordinating with various offices and external partners to ensure smooth operations across recruitment, reporting and stakeholder communications.

Qualifikationen

• PhD in Life Sciences or 3 years relevant experience.
• Strong organisational skills and ability to work independently.
• Excellent interpersonal and communication skills for diverse stakeholders.
• Ability to work in an international team and handle confidential matters.
• Fluent in English; German language desirable.

Aufgaben

• Serve as dedicated support resource for predoctoral fellows and supervisors.
• Manage contract administration, monitoring academic requirements and registration.
• Maintain online platforms for PhD recruitment and student management.
• Promote the PhD programme and recruitment via social media, website, and brochures.
• Prepare statistics and Graduate Committee meeting minutes.
• Coordinate with EMBL stakeholders and external partners.
• Organize trainings and events for the EIPP programme.

Kenntnisse

English proficiency

German language (desirable)

Organisational skills

Communication with stakeholders

Ausbildung

PhD in Life Sciences

3 years relevant experience

Tools

Databases

Higher education marketing

Survey design

Data analysis

Jobbeschreibung

Training the next generation of scientists is a core mission of the EMBL. EICAT’s Internal Scientific Training team coordinates EMBL’s Predoctoral and Postdoctoral programmes. Both programmes leverage EMBL’s interdisciplinary and dynamic scientific environment and, together with the EMBL Fellows’ Career Service and Fellows’ Complementary Skills programme, provide world class training and career development for our fellows. The EMBL International PhD programme (EIPP) is widely recognized as one of EMBL’s flagship programmes and hosts ca. 220 PhD students across the six sites at any given time.

Your role

You will join EICAT’s Internal Scientific Training Team, reporting directly to the Fellowship Programmes Lead. As a member of the Graduate Office (GO), you will focus on fostering a thriving academic community, ensuring well-being and success of our students, by sharing many of the tasks involved in the day-to-day operations of the EIPP in a collaborative manner with your GO colleagues. In addition, you will take the lead in organising EIPP trainings and events.

You will work closely with the Fellowship Programmes Lead and the Dean of Graduate Studies on EIPP-related matters and cross-cutting topics with other fellowship programmes (e.g., fellows management system, statistics, marketing, impact assessment etc.). You will also interact regularly with other colleagues in the Internal Scientific Training Team.

Responsibilities Include But Are Not Limited To

• Serving as a dedicated support resource for predoctoral fellows and their supervisors, being the first point of contact for EIPP-related concerns
• Assuming responsibility for contract administration, monitoring academic requirements and assisting with University registration
• Maintaining online platforms for PhD recruitment and student management
• Promoting the PhD programme and recruitments, including social media campaigns, updating website and brochure content
• Preparing statistics and Graduate Committee meeting minutes
• Fostering communication with EIPP internal stakeholders, such as the student body, EMBL faculty, Human Resources, Grants Services, Communications, International Relations, Office of Resource Development etc.;
• Managing relationships with external stakeholders, e.g., Partner Universities and other collaborators;

Individual Responsibilities Include But Are Not Limited To

• Working on projects as needed to advance the EIPP programme
• Organizing some trainings and events for the EIPP

You have

You a Ph.D. in the Life Sciences and/or 3 years of relevant experience such as working in a similar position in another organizationYou have previously demonstrated effective organisational skills and the ability to work independently and proactively. Excellent interpersonal skills are essential for this role, as is the ability to establish effective communication channels with a wide range of stakeholders. The ability to pay attention to detail and to ensure that matters are dealt with in a confidential, efficient and timely manner is also required. The position requires a high level of service orientation and a proven ability to work in an international team.

You will be expected to work with a high degree of autonomy and to pro-actively handle all of your tasks. You will also enjoy contributing to specific projects in line with the future strategic development of the EIPP.

Qualifications Should Include Professional Proficiency In English.

You might also have

Proven experience in the human resources sector would be an advantage. Relevant experience in establishing and maintaining databases, previous exposure to higher education marketing and practical experience in survey design and data analysis is a plus. Fluency in written and spoken German is desirable, as well as fluency in other languages, especially French, Italian or Spanish.

Contract length: 3 years, renewable to a maximum of 9 years.

Salary: Grade 4 or 5, monthly salary starting from EUR 3.812,27 (after tax, and before 12.99% EMBL social security deductions) plus other paid benefits.

Why join us

EMBL is curiosity-driven, community-oriented and international. As an inclusive, equal opportunity employer, we believe that diversity enables us to collaborate more effectively and be innovative in our approaches. We are, therefore, committed to creating an inclusive and flexible culture - one where everyone can realise their full potential and make a positive contribution to our organisation.

We encourage applications from individuals who can complement our existing team – we believe that success is built on having teams whose backgrounds and personal experiences reflect the diversity of the populations that our science serves. We actively encourage applications from all genders and cultures, ethnic groups and all demographics to help us avoid perpetuating biases and oversights at this transformational point in our people strategy.

Enjoy Lots Of Benefits

• Financial incentives: Salary free of income tax, Monthly family, child and non-resident allowances, annual salary review, pension scheme, death benefit, long-term care, accident-at-work and unemployment insurances
• Flexible working arrangements
• Private medical insurance for you and your immediate family (including all prescriptions and generous dental & optical cover)
• Generous time off: 30 days annual leave per year, in addition to public holidays
• Relocation package including installation grant (if applicable)
• Campus life: Free shuttle bus (Heidelberg), library, subsidised on-site cafeteria, casual dress code, extensive sports and social club activities (on campus and remotely)
• Family benefits: Kindergarten (Heidelberg), 10 days of child sick leave, generous paid maternity/parental leave and monthly family & child allowances
• Benefits for international newcomers: Visa exemption, education grant for private schooling, financial support to travel back to your home country every second year and a monthly non-resident allowance.
• For detailed information please visit our employee benefits page here

What else you need to know

• International applicants: We recruit internationally and successful candidates are offered visa exemptions. Visit our International Applicants page, to find out more.
• EMBL is a signatory of DORA. Find out how we apply DORA principles to our recruitment and performance assessment processes here.
• Diversity and inclusion: At EMBL, we believe that diverse teams drive innovation and scientific excellence. We encourage applications from candidates of all genders, identities, nationalities and/or any other diverse backgrounds.

Closing Date

31/08/2026