File Manager at the Secretariat of the Legal Affairs Unit

About the job

Administration

File Manager at the Secretariat of the Legal Affairs Unit

The Legal Affairs Unit of the CHUV General Management is seeking a file manager at a 70% workload, on a permanent contract, to strengthen its team responsible for contracts and legal support in the field of research. The starting date is scheduled for 1 December 2026.

Context

The Lausanne University Hospital (CHUV) is one of the five Swiss university hospitals. Thanks to its collaboration with the Faculty of Biology and Medicine of the University of Lausanne and EPFL, the CHUV plays a leading role in medical care, medical research, and education.

The Legal Affairs Unit advises and supports the General Management as well as the clinical and research services of the CHUV. It is involved notably in contractual and institutional matters, as well as in dispute resolution.

Within its secretariat, you contribute to the administrative management of contractual activities, particularly in the field of research, and provide essential support to the smooth running of the team.

Mission

• You ensure the administrative management of contractual requests, from receipt to archiving, ensuring the completeness of files and compliance with internal procedures
• You coordinate the document flows related to contracts: registration, administrative follow-up, preparation of signatures, and archiving
• You manage the inbox dedicated to contracts, sort and direct requests, and coordinate their processing with various internal contacts
• You produce and monitor statistics related to contractual activity
• You handle the team’s mail and communications, as well as telephone reception and directing requests
• You centralise and disseminate the administrative information necessary for the smooth running of the activity.

Profile

• You hold a commercial employee CFC or an equivalent qualification
• You have good knowledge of English, both spoken and written (level B2)
• You have a strong interest in the legal field, research, and the hospital-university environment
• You demonstrate autonomy, rigour, and an excellent sense of organisation and priorities
• You can manage several tasks simultaneously, show initiative, and adapt easily to different situations
• You have very good interpersonal and communication skills and enjoy working in a team
• You show tact, discretion, and confidentiality in handling sensitive information.

We offer

Becoming a collaborator at the Lausanne University Hospital means benefiting from:

• First-class social benefits, 20 days paternity leave, and 4 months maternity leave (with the possibility of an additional month of breastfeeding leave)
• Regular salary progression adapted to responsibilities
• A 13th month salary and 25 days of holiday per year
• A minimum of three days of training per year, with access to a varied offer within the CHUV Training Centre and partner training centres of the Canton of Vaud
• Facilitated access to one of the 500 furnished apartments offered in the surrounding neighbourhoods for people relocating to Switzerland from abroad
• Social, cultural, and economic benefits offered to members of the H-Oxygène association
• Benefits offered within the mobility plan (discounts on public transport subscriptions, promotion of "Mobility" vehicles, and discounts on the purchase of electric bikes)
• Hotel-quality staff restaurants in each hospital building with preferential rates.

Contact and application submission

Contact for information about the position: Ms Alexia Kaeser, specialist lawyer, and Ms Jeanne-Pascale Simon, head of the Legal Affairs Unit, at 021 314 18 15

As all our applications are processed electronically, we kindly ask you to apply exclusively online by clicking the APPLY button at the bottom of the announcement.

If you have difficulty applying, you can consult our procedure on how to apply online. If for technical reasons you cannot apply online, we invite you to contact our Recruitment Unit, which will assist you in your process, either by email at e.recrutement@chuv.ch or by phone at 021 314 85 70

The CHUV applies the highest quality standards in its recruitment processes. Furthermore, committed to promoting diversity among our collaborators, we pay attention to different life paths and do everything possible to ensure equal treatment and avoid any discrimination. We look forward to receiving your application.

We kindly ask placement agencies to note that applications submitted directly by them on our recruitment platform are not accepted and cannot be invoiced. Thank you for your understanding.