Program management administrative assistant

EPFL, the Swiss Federal Institute of Technology in Lausanne, is one of the most dynamic university campuses in Europe and ranks among the top 20 universities worldwide. The EPFL employs more than 6,500 people supporting the three main missions of the institution: education, research and innovation. The EPFL campus offers an exceptional working environment at the heart of a community of more than 17,000 people, including over 12,500 students and 4,000 researchers from more than 120 different countries.

The Swiss Data Science Center (SDSC) is a joint initiative between EPFL, ETH Zurich and PSI.Its mission is to accelerate the adoption of data science and machine learning techniques within the ETH Domain academic disciplines, the Swiss academic community at large, and the industrial sector. In particular, it addresses the gap between those who create data, those who develop data analytics and systems, and those who could potentially extract value from it.
The center comprises a multi-disciplinary team of data and computer scientists, and experts in select domains with offices in Zürich, Lausanne, and Villigen.

Your mission :

We are looking for a highly organized and detail-oriented Administrative Assistant who will manage various administrative tasks associated with the day-to-day operations of our research program and external contracts. You will directly report to the Program Manager.

Main duties and responsibilities include :

• Contract Management: Assist in the preparation, review, and management of SDSC contracts life cycle (contract approval, grants DB, REO, signature, fund opening). First contact for all SDSC projects with external partners (contracts and grants)
• Invoicing: Coordinate invoicing processes, including both issuing and payment of invoices, ensuring accuracy and timely submission and payments.
• Financial Management: Verify financial reports and statements, ensuring alignment with budgetary guidelines and project requirements.
• Progress Reports: Support the Program Manager in tracking project milestones and deliverables, following up on the timely delivery of progress reports from Principal Investigators and researchers.
• Helpdesk Support: Serve as the primary point of contact for Principal Investigators and researchers, providing assistance and resolving queries related to administrative procedures, policies, and resources.
• Documentation and Record-Keeping: Maintain organized records of contracts, invoices, financial reports, progress reports, and other administrative documents, ensuring compliance with regulatory requirements and institutional policies.

Your profile :

• Min 2 years of similar experience in administrative support roles, preferably in an academic or research setting.
• Knowledge of Research office and Technology Transfer Office operations a plus
• Strong organizational skills and attention to detail, with the ability to prioritize tasks and manage multiple deadlines effectively
• Confident and precise with budget forecasts and accounting
• Excellent communication and interpersonal skills, with the ability to interact professionally with stakeholders at all levels.
• Proficiency in Microsoft Office suite. Experience with ticketing systems and project management tools is a plus.
• Ability to work independently with minimal supervision and as part of a collaborative team
• You have a commercial background or education (CFC de Commerce or equivalent) or a scientific background with administrative experience
• Good written and spoken knowledge of French and English

We offer :

• A friendly, stimulating and high-level working environment
• The opportunity to be involved in a variety of innovative projects
• Excellent working conditions in a top university

Start date :
As soon as possible 

Term of employment :
Fixed-term (CDD)

Duration :
1 year, renewable

Contact :

Curious? So are we!

We look forward to receiving your online application together with the following documents:
- Covering letter, CV, letters of reference
Please note that we only accept applications submitted via our online application portal. Applications sent by email or post will not be considered.
Further information about the Swiss Data Science Center is available on our website.
Questions regarding the position should be addressed to [email protected] with the job reference n° 3313

Remark :
Only candidates who applied through EPFL website or our partner Jobup’s website will be considered. Files sent by agencies without a mandate will not be taken into account.

Reference :
Job Nb 3313

apply online