Mission
The IMOS lab focuses on the development of intelligent algorithms designed to improve the performance, reliability, and availability of complex industrial systems while making maintenance strategies more cost-efficient.
As an Administrative Assistant, you ensure the smooth and efficient day-to-day operations of the laboratory. You act as a central point of coordination for administrative, financial, and organizational activities, supporting both academic and operational functions.
Main Duties And Responsibilities
Financial Administration
* Manage financial administration, including invoice processing, payment follow-up, and preparation of monthly credit card statements
* Oversee financial management of budgets, grants, and external funding in close collaboration with institutional services
* Monitor budgets and expenditures, ensuring alignment with project constraints and funding rules
* Maintain and update financial platforms (e.g., EPFL GrantsDB, mySNF)
* Prepare and verify financial reports for research projects
HR & Administrative Coordination
* Oversee time-tracking processes (Chronos), ensuring accuracy and compliance
* Prepare and manage working time reporting, including verification and follow-up of recorded hours
* Coordinate onboarding of new employees and visiting researchers (contracts, workspace setup, system access, visas, accommodation, health insurance)
* Organize arrivals of interns and Master’s students (accreditation, logistics, academic coordination)
* Monitor absences and ensure proper administrative follow-up
* Act as liaison with EPFL administrative services, funding agencies, and external partners
Operations & Logistics
* Manage laboratory IT equipment inventory
* Coordinate office space organization and access control (Lausanne site)
* Handle procurement of equipment
Events & General Support
* Organize workshops, group meetings, and team events
* Support the organization of conferences (logistics, coordination, and administrative follow-up)
* Provide administrative support for thesis defenses, as needed
* Coordinate travel arrangements and field trips for team members
* Maintain and update the laboratory website
* Support planning of social and team-building activities
Profile
* Commercial apprenticeship or equivalent professional experience
* Solid experience in administrative and financial management (ideally in an academic or small organizational setting)
* Strong financial and numerical skills
* Proficiency with standard office and administrative tools
* Well-organized, proactive, and able to work independently
* Excellent communication and problem-solving skills
* Service-oriented mindset with attention to detail
* Ability to manage multiple priorities in a dynamic environment
* Interest in working within a dynamic, international scientific environment
* Fluent in French and English (spoken and written)
Nice To Have
* Experience with EPFL administrative systems (e.g., GrantsDB, mySNF, Chronos)
* Experience in international logistics or academic administration
We offer
* A varied position in a dynamic environment
* The opportunity to work with stimulating team in
* Excellent working conditions
Informations
* Contract Start Date : 06/01/2026
* Activity Rate Min : 40.00
* Activity Rate Max : 50.00
* Contract Type: CDI
* Reference: 2150
#J-18808-Ljbffr