Graduate Studies Office Coordinator

1 semana atrás

Lisboa, Lisboa, Portugal Fundação Champalimaud Tempo inteiro

Graduate Studies Office Coordinator - Ref.

"GSC NOV 23"*:

Localização:
Centro Champalimaud
Entidade Empregadora: Fundação Champalimaud
Regime: Tempo Inteiro
Posição: Unidades de Suporte à Investigação
Início da Candidatura: 21 Nov

2023
Fecho de Candidatura:
31 Dez Report to the Director of Education and the Managing Director at the Champalimaud Research Programme.

Main responsibilities include

  • Ensure and enhance academic quality standards by aligning with the Director of Education and course directors, engaging with students and faculty, and benchmarking against other institutions.
  • Revise and enhance policy documents and rules for Graduate Studies and enhance communication of Ph.
D. program requirements to students and faculty.

  • Collaborate on and contribute to the development of the PhD core training curriculum.
  • Enhance internal and external visibility and engagement of the Graduate School through presentations, written communication to students, faculty, and external partners.

1) Institutional academic liaison- Maintaining a good communication channel with the Ph.
D. programme degree-granting institutions;

  • Communicating and implementing academic requirements to the student & faculty;
  • Keeping adequate records and compliance for external evaluation and accreditation purposes (A3ES);

2) Fellowship management and support- Tracking and reviewing funding agency documentation for each doctoral fellowship call (FCT; "la Caixa", BIF, etc.) and preparing support materials for applicants;

  • Supporting applicants with compliance and nonscientific review of proposal/project, CV editing, and motivation letters;
  • Assisting successful applicants in contract negotiation with funding agencies;
  • Ensuring student and faculty compliance with funding institution (documentation and reports);
  • Managing yearly fellowship renewals;

3) Doctoral programme management and compliance- Coordinating and facilitating graduate student recruitment (Call, Open House & Interviews);

  • Assisting with foreign degree recognition & grade conversion to the Portuguese system;
  • Planning and conducting onboarding and orientation sessions for new graduate students;
  • Ensuring that students are advised about programme(s) requirements, scheduling of courses, rotations, attendance, and evaluation;
  • Providing graduate student mentorship and appropriate, timely enrollment, progression, and graduation;
  • Collecting information from students, faculty, and institutions by implementing annual student and faculty satisfaction surveys and performing statistical analysis for reporting purposes;
  • Managing communications between faculty and graduate students;
  • Keeping an updated record of thesis committee meetings' scheduling and reporting;
  • Working with the CF data protection officer to ensure data protection and appropriately handling student documents, records, and information;
  • Coordinating with CR Managing Director the PhD programme(s) resource allocation and budget(s);
  • Providing logistic support in the student organisation of the annual advanced courses and student social events;
  • Processing orders, invoices, and payments for teaching lab resources as well as studentrelated resources and expenses;

4) Summer course organisation (Cajal & other training initiatives)- Liaising with course central administration, course directors, and teaching lab coordinator to ensure timely elaboration of course budget and documentation;

  • Organising course applicants' documents for review by the course directors;
  • Negotiating suitable accommodation, catering & transportation for students, faculty, and tutors;
  • Making travel arrangements for faculty and tutors
  • Handling flight booking & reimbursements;
  • Providing an adequate and appealing social program;
  • Working with the teaching lab coordinator to order necessary lab resources and deal with corresponding invoices and payments;
  • Coordinating course daily logistics contact suppliers, manage orders, set up spaces, request cleaning services, among others;
  • Elaboration of the final report, with the collaboration of the course directors.
Application start date

November 21st, 2023

Application closing date

Open until filled

Requirements:

Research Field

Biological sciences » Other

Education Level

PhD or equivalent, Master Degree or equivalent

Skills/Qualifications

  • Experience of working in a research environment is a plus;
  • Strong previous experience of project management and event organisation;
Minimum qualifications

Essential skills

  • Excellent communication and organisational skills;
  • Excellent presentations and demonstration skills;
  • Ability to meet tight deadlines and maintain consistently excellent performance even during periods of increased demand;
  • Proactiveness and resourcefulness;
  • Positive attitude and high level of selfmotivation.
A high level of resilience is essential, as well as the ability to take a lo

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