Administrative & Coordination Support For Ai Institute Department

Barcelona Supercomputing Center; Barcelona; On-site; EUR 32,000 - 46,000; Full time

Benefits offered by this job

Restaurant tickets

Private health insurance

Relocation support

Flexible hours

Job summary

Barcelona Supercomputing Center (BSC) in Barcelona seeks an Administrative & Coordination Support for the AI Institute Department to deliver organized administrative and operational support. The role involves liaising with researchers, PIs, and HR, coordinating staff onboarding, travel, and meeting logistics, and supporting events and internal processes to keep scientific work running smoothly.

Ideal candidates will have a Bachelor degree, proven experience in administrative roles within

Qualifications

• Bachelor degree from a recognized institution.
• Experience in administrative or project support roles within research/academic environments.
• Strong organizational and time-management abilities.
• Excellent communication and interpersonal skills; English and Spanish proficiency.

Responsibilities

• Provide internal coordination and liaise between teams within the BSC-AI Institute and other BSC departments.
• Support staff recruitment processes and onboarding/offboarding for new staff, interns, and visitors.
• Review, validate, and follow up on resource requests and related HR procedures.
• Manage travel requests, authorizations, bookings, and expense reporting for principal investigators and staff.
• Assist with agenda and meeting management, including logistics and follow-ups on actions.
• Support events and activities, including internal meetings, workshops, and scientific events.
• Provide general operational support and act as a point of contact for day-to-day administrative matters.

Skills

Organizational skills

Time management

Interpersonal skills

Proactive approach

Attention to detail

Autonomy

Discretion

Office tools

Education

Bachelor degree

Tools

Microsoft Office

Job description

Reference: 47226AIITASACS

Job title: Administrative & Coordination Support for AI Institute Department

About BSC

The Barcelona Supercomputing Center - Centro Nacional de Supercomputación (BSC-CNS) is the leading supercomputing center in Spain. It houses MareNostrum, one of the most powerful supercomputers in Europe, was a founding and hosting member of the former European HPC infrastructure PRACE (Partnership for Advanced Computing in Europe), and is now hosting entity for EuroHPC JU, the Joint Undertaking that leads large-scale investments and HPC provision in Europe. The mission of BSC is to research, develop and manage information technologies in order to facilitate scientific progress. BSC combines HPC service provision and R&D into both computer and computational science (life, earth and engineering sciences) under one roof, and currently has over 1000 staff from 60 countries. Look at the BSC experience: BSC-CNS YouTube Channel Let's stay connected with BSC Folks! We are particularly interested for this role in the strengths and lived experiences of women and underrepresented groups to help us avoid perpetuating biases and oversights in science and IT research. In instances of equal merit, the incorporation of the under-represented sex will be favoured. We promote Equity, Diversity and Inclusion, fostering an environment where each and every one of us is appreciated for who we are, regardless of our differences. If you consider that you do not meet all the requirements, we encourage you to continue applying for the job offer. We value diversity of experiences and skills, and you could bring unique perspectives to our team.

Context And Mission

The BSC-AI Institute is seeking a highly organized and proactive professional to provide administrative and operational support for the day-to-day activities of the Institute. Working closely with the BSC-AI Institute Director, Principal Investigators (PIs), research teams, and relevant BSC administrative and support departments, the successful candidate will contribute to the smooth functioning of the Institute by facilitating internal coordination, administrative processes, staff-related procedures, and organizational activities. The position will be embedded within the BSC-AI Institute support team and will involve regular interaction with other BSC departments and central services, particularly Human Resources, Finance, Travel, Operations, and other administrative units. The position plays a key role in ensuring that the BSC-AI Institute's researchers and leadership receive efficient administrative and organizational support, enabling the scientific teams to focus on their research and strategic activities.

Key Duties

• Internal coordination and liaison: Support coordination and communication among the different teams and research groups within the BSC-AI Institute, as well as with other BSC departments and services, helping to ensure effective communication and smooth administrative processes.
• Staff-related processes: Provide administrative support throughout staff recruitment processes and coordinate procedures related to new staff members, interns, and visitors, including onboarding and offboarding, as well as other HR-related matters.
• Resource requests: Review, validate, and follow up on resource requests and other employee-related administrative procedures, ensuring that they are appropriately processed and aligned with internal procedures
• Travel management: Manage and follow up on travel requests for the Institute's Principal Investigators and other relevant staff, including travel authorizations, agendas, bookings, documentation, and expense reporting.
• Agenda and meeting management: Support the management of the BSC-AI Institute's agenda, including the coordination and scheduling of internal and external meetings, preparation of agendas, meeting logistics, and follow-up on relevant actions when required.
• Events and activities: Support the organization and coordination of BSC-AI Institute activities and events, including workshops, seminars, internal meetings, visits, retreats, and other scientific or institutional events
• General operational support: Act as a point of contact for day-to-day administrative matters within the Institute, helping to identify needs, resolve operational issues, and coordinate with the appropriate BSC services

Requirements

• Education
• Bachelor degree
• Essential Knowledge and Professional Experience
• Previous experience in administrative, departmental, executive, or project support roles, preferably within a research, academic, scientific, or international environment.
• Excellent organizational and time-management skills, with the ability to manage multiple priorities simultaneously
• Strong interpersonal and communication skills, with the ability to interact effectively with researchers, management, administrative teams, and external stakeholders
• A proactive, service-oriented, and problem-solving approach.
• A high level of accuracy and attention to detail
• The ability to work autonomously while collaborating closely with different teams and departments
• Discretion and the ability to handle confidential or sensitive information appropriately.
• Good command of office productivity and collaborative tools.
• Competences
• Professional proficiency in English and Spanish; knowledge of Catalan would be an asset.

Conditions

• The position will be located at BSC within the AI Institute Department
• We offer a full-time contract (35h/week), a good working environment, a highly stimulating environment with state-of-the-art infrastructure, flexible working hours, extensive training plan, restaurant tickets, private health insurance, support to the relocation procedures
• Duration: Open-ended contract due to technical and scientific activities linked to the project and budget duration
• Holidays: 22 days of holidays + 6 personal days + 24th and 31st of December per our collective agreement
• Salary: we offer a competitive salary commensurate with the qualifications and experience of the candidate and according to the cost of living in Barcelona
• Starting date: 01/12/20216

OTM-R principles for selection processes

BSC-CNS is committed to the principles of the Code of Conduct for the Recruitment of Researchers of the European Commission and the Open, Transparent and Merit-based Recruitment principles (OTM-R). This is applied for any potential candidate in all our processes, for example by creating gender-balanced recruitment panels and recognizing career breaks etc. BSC-CNS is an equal opportunity employer committed to diversity and inclusion. We are pleased to consider all qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or any other basis protected by applicable state or local law. For more information follow this link

Deadline

The vacancy will remain open until a suitable candidate has been hired. Applications will be regularly reviewed and potential candidates will be contacted.