Main responsibilities / Major Activities
Within the Statistics Department, the Secretary of the Statistics Department is responsible for assisting the Head and the Associate Head of the department with secretarial help, for supporting the department in the administration and follow-up of research projects and for supporting the members of the department with administrative tasks.
For the Head and Associate Head of the department
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Organizes agendas and make appointments
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Organizes travel (including booking hotel, journey)
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Prepares and prints documents needed for meetings
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Organizes meetings, takes care of corresponding invitation mailing and upon request types or takes minutes
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Provides support for formatting presentations into specific templates (MS PowerPoint)
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Help with the creation of tracking/reporting tools for various aspects linked to the management of the department (MS Excel, MS Power BI)
For the department, Ensures the following:
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Performs quality control of the filing of study related documents
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Orders copies of scientific papers when not available in the library
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Organizes meeting rooms for meetings that involve the department
For the Research projects:
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Provides support to the manager of the portfolio of all statistical research projects with the administration and follow-up of the research projects
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Provides support to the project owners with the administrative tasks related to their specific research projects
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Performs the filing of documents related to the Research Projects
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Maintains the Research Projects database within the Statistics Department
Assistant to the Scientific Director
The Assistant to the Scientific Director works under the supervision of the Scientific Director.
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Organizing internal meetings as requested
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Liaise appropriately with assistants of other directors to ensure coverage of external conferences (travel)
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Handling any other tasks requested by the Scientific Director, including but not limited to:
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Maintain the agenda
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Organizing travel
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Follow up with external contacts as per the instruction of Scientific Director
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Profile
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Bachelor’s degree or equivalent experience
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Detail-oriented
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Independent worker
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Strong administrative and organisational skills
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Fluent in English (oral and written)
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Knowledgeable of MS Office 365
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Administrative experience in the scientific environment is an asset
Benefits
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30 days holidays (full time)
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Wage according to our Non-Profit organisation status
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Hospitalisation insurance and ambulatory care
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Free parking
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Hybrid working environment (from Belgium only)
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Reimbursement of public transport
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Meal vouchers
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Pension plan
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Permanent contract
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Homeworking allowance
