Administrative Assistant (40%)

The Propedeutic Centre (CePro) is tasked with facilitating the organisation and conduct of the major courses taught in the first year.
CePro's objectives include coordinating and managing teaching assistants, participating in teaching, coordinating the technical and logistical organisation of exams, sharing existing educational resources, and developing new resources.
CePro is seeking an administrative assistant to strengthen its team in the area of exam organisation.

1. Exam management

In collaboration with CePro's IT team and under the responsibility of the team leaders, the person ensures the administrative and operational follow-up of the exam organisation process by:

• Monitoring the exam registration process, including communication with lecturers, sending reminders, and checking registrations within the deadlines.
• Coordinating the management of printed exams, including organising the storage space at reprography, archiving, tracking boxes, transmitting necessary information, as well as checking registrations and documents.
• Ensuring documentation of procedures and tools related to exams, in collaboration with the development team, notably for API documentation.
• Updating courses in ANS Students, based on the lists of students provided and according to established procedures.
• Handling and monitoring the scanning of exams, in accordance with current procedures.
• Coordinating the exam printing process via CREP, including checking transmitted documents, ensuring deadlines are met, and coordinating with Reprography, lecturers/assistants, and CePro's IT team.
• Preparing seating plans for regular and deferred exams, based on the information and constraints communicated.
• Organising the administrative and logistical aspects of deferred exams, including preparing documents and monitoring their printing.

1. Administrative and technical support to users and request management
   Within a process defined by CePro, the person:

• Provides first-level administrative and technical support for routine requests, notably by phone and email.
• Identifies, processes, and follows up on requests within their scope until resolution, or their escalation to the appropriate support level.
• Contributes to the maintenance and updating of the website, ensuring content follow-up and updates as needed.

• Fluent oral and written English and French
• Comfortable with IT and office tools
• Ability to interact in a multicultural environment
• Dynamic and proactive, strong sense of responsibility, excellent organisational skills, and ability to work independently

• A dynamic and multicultural working environment in a renowned multidisciplinary institution
• Attractive working conditions
• Opportunities for continuing education

Starting date: as soon as possible

Occupation rate: 40.00

Contract type: Fixed-term contract

Duration: 1 year

Reference: 2487