Graduate Studies Office Coordinator
3 semanas atrás
**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. 2023- 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 non-scientific 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 student-related 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 self-motivation.
A high level of resilience is essential, as well as the ability to take a lo
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