Administrative & Student Affairs Coordinator
il y a 2 semaines
**JOB OPENING**
The QTEM Network has a job opening for an:
**ADMINISTRATIVE & STUDENT AFFAIRS COORDINATOR**
**Offer**
- Full-time or 4/5 job, employee
- Undetermined duration contract, starting in February 2023
- Based in Brussels
- Highly international environment
**The QTEM Masters Network**
QTEM, Quantitative Techniques for Economics and Management, is an international network (non-profit organization) which brings together outstanding students, Academic Partners and International Corporations. QTEM focuses on developing skills in analytical and quantitative techniques to support decision-making in an international context. It manages Network Master's program which is open to outstanding students from 24 Academic Partner institutions.
The team is hosted at the Solvay Brussels School, ULB (Université Libre de Bruxelles).
**The job**
The Administrative & Student Affairs Coordinator is part of the QTEM team and provides an administrative and operational support to the team and especially to the Academic & Student Affairs Manager. S/he is involved in all processes related to the management of student data. The Administrative & Student Affairs Coordinator is responsible for collecting and sharing data and documents from Academic Partners and students to ensure a smooth running of the operations (from the registration of the students until their graduation.
The Administrative & Student Affairs Coordinator is also a key contributor to the logistics of the events. The main event (300 participants and growing) is organized once a year at one of the Academic Partners (the next one being in Brussels in mid-October 2023). Other events (typically 10-30 participants) may be organized throughout the year.
The Administrative & Student Affairs Coordinator is also responsible for the well-functioning of the office (including office supplies management).
The Administrative & Student Affairs Coordinator defines plans and implements them according to an agreed plan and budget. S/he delivers progress reports, proposals, documentation and presentations. S/he reports to the QTEM Managing Director.
**Main Responsibilities**
The Administrative & Student Affairs Coordinator is mainly in charge of:
- **Student management**:
- Organize and track documents & data of students
- Answer to common questions from students and international offices
- Produce statistics
- Manage academic exceptions
- Supervise all important student processes (selection including GMAT, allocation of destinations, GBAC, internship, graduation)
- Participate to the digitalization of the processes
- Manage and organize course databases
- **Academic Partner management**:
- Support the production and tracking of key documents
- Organize and track documents & data from the academic partners
- Be the point of contact for all QTEM academic related questions
- Support the continuous improvement of processes (e.g., English language requirements, GBAC crediting)
- Organize trimestral meetings with International Office Coordinators
- **Events logistics**
- Manage logistics and participants registration
- Prepare meeting minutes and do the meetings follow-up
- Support the team for the organization of the Annual Event
- Coordinate the weekly QTEM Meetings
- **Office and administrative management**
- Take care of the office well-functioning
- Handle contractual and administrative documents
- Manage internal data in a disciplined way
- Manage and keep track of agreements, in particular academic agreements (multilateral and/or bilateral agreements, keeping track of all history and updates of contracts, planning, and ensuring swift contract renewals / timely adaptations)
Contribute to QTEM administration, jointly with other team members
**Profile**
- Minimum higher education degree, ideally with at least one year of work experience
- Organizational skills and ability to work with large amount of data (including using excel)
- Open-minded, curious, with an entrepreneurial sense, ready to invest in new projects with a collaborative spirit
- Experience in an administrative/event management/data management
- Fluent in English (the knowledge of another language is an advantage, but not required)
- Ability to elicit cooperation from a wide variety of sources, including faculty, academic partners, and corporate partners from all over the world
- Ability to work in an international environment
- Experience with Cvent (event management) or learning platform is a plus
- Prior experience in an academic environment is a plus
**Application and selection process**
We are aiming at finalizing the selection and recruitment process as early as possible in February 2023.
Applications should be submitted in English and should include the following documents:
- A short motivation letter
- A detailed curriculum vitae
- **Applications that do not comply with this request will not be considered.**_
**Job Types**: Full-time, Part-time, Permanent contract
Part-time hours: 30.4
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