Administrative Assistant 1

About the job

Organisational entity Scientific Information Division Function Administrative Assistant 1 Function code 510021 Maximum class 13 Body Administrative and technical staff Activity rate 50 % Workplace UNI Mail Application deadline 13-11-2026 Reference 7145

Job description

The Scientific Information Division (DIS) of the University of Geneva (UNIGE) manages the activities of the UNIGE Library. It is also responsible for matters related to scientific information.

Structured as a network operating across four sites (Uni Arve, Uni Bastions, Uni CMU, Uni Mail) and a coordination service, the UNIGE Library provides significant collections as well as services intended for the university community and the public in the fields of research and teaching.

The Uni Mail site of the Library wishes to recruit the skills of a

Administrative Assistant (50%) on a 12-month fixed-term contract

Job description

You will be the point of contact for administrative matters at the site.

You will have the opportunity to apply your experience to ensure and develop the following activities:

You will assist the site manager and sector managers by performing administrative tasks related to the organisation, management and mission of the Site, including: monitoring files and absences of site staff and assistants, operational management of assistants, management of equipment orders, correspondence, etc. You will also ensure the updating of the Site's databases, access rights, as well as the dissemination of information and various data within the Site or externally. Financially, you will notably manage, validate and monitor invoices, in collaboration with the DIS team, as well as follow up on payments. You will also provide logistical support by ordering equipment and booking meeting rooms.

In the context of a reorganisation of the division's administrative activities, your tasks and responsibilities as well as the site of work may gradually evolve.

Conditions offered

• A stimulating work environment: You will work closely with the site manager and participate in internal meetings and within the UNIGE Library. You will also be expected to develop cross-functional links with your colleagues responsible for administrative tasks at other UNIGE Library sites, including the DIS administrator.
• Professional development opportunities: The UNIGE Library encourages continuous training throughout your career, and you will benefit from measures dedicated to the development of professional skills.

Title and required skills

Education and experience

Commercial maturity or equivalent, with at least 5 years’ experience in human resources and financial fields.

Knowledge of the University is an asset.

Skills

You demonstrate a strong service orientation, acquired in a cross-functional work environment involving diverse interlocutors.

Reliable, precise and rigorous, you complete your tasks consistently, even under deadline pressure or changing priorities.

Versatile, you are comfortable switching from one file to another and handling different types of activities within the same day.

You have good adaptability and learning skills, allowing you to quickly integrate new processes, tools or interlocutors.

Organised, you know how to prioritise your tasks while remaining available to respond to occasional requests typical of a dynamic administrative environment.

You appreciate teamwork and actively contribute to the smooth flow of information within the site and the division.

Start date

01.01.2027 or by agreement

Contact

Your application must be submitted exclusively online by clicking the button below "Postuler/Apply now". For further information, please contact Ms Joëlle Muster by email Joelle.Muster@unige.ch

Additional information

Fixed-term contract for 1 year

The University of Geneva offers motivating employment conditions in a stimulating work environment. By joining us, you will have the opportunity to showcase your skills and personality and actively contribute to the reputation of an institution founded in 1559.

In the interest of gender parity, the University encourages applications from the underrepresented sex.