Administrative Assistant 1

About the job

Organisational entity Scientific Information Division Position Administrative Assistant 1 Position code 510021 Maximum grade 13 Category Administrative and technical staff Work rate 50 % Workplace Uni Bastions Application deadline 30-10-2026 Reference 7146

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 Bastions site of the Library wishes to recruit the skills of an

Administrative Assistant (50%)

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 be responsible for managing, validating and monitoring invoices, in collaboration with the DIS team, as well as tracking 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 your workplace may gradually evolve.

Conditions offered

• A stimulating work environment: You will work closely with the site manager and participate in internal meetings and those 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.

Required title and 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 a variety of 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 enjoy teamwork and actively contribute to the smooth flow of information.

Start date

01.01.2027

Contact

Your application must be submitted exclusively online by clicking the button below "Apply now". For further information, please contact Alain Christian Hernandez by email: AlainChristian.Hernandez@unige.ch

Additional information

Permanent public law contract

Remarks

THE POSITION WILL LIKELY BE RE-FILLED WITHIN THE SERVICE.

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.