Coordinator, Academic Affairs

at  Aalto University

Aalto University is where science and art meet technology and business. We shape a sustainable future by making research breakthroughs in and across our disciplines, sparking the game changers of tomorrow and creating novel solutions to major global challenges. Our community is made up of 13 000 students, 400 professors and close to 4 500 other faculty and staff working on our dynamic campus in Espoo, Greater Helsinki, Finland. Diversity is part of who we are, and we actively work to ensure our community’s diversity and inclusiveness. This is why we warmly encourage qualified candidates from all backgrounds to join our community.
Aalto University Department of Applied Physics is now looking for a
Coordinator, Academic Affairs
The Department of Applied Physics is one of the biggest departments of Aalto University with more than 300 employees. Our research focuses on materials physics, soft and living matter, quantum technology and advanced energy solutions. Topics extend from fundamental research to technological applications and much of the research at the department is experimental. In coming years, our aspiration is to propagate new RCF-funded Centres of Excellence in our strategic research areas, as well as other strategic initiatives that enable realizing these goals internally, and in collaboration with selected partners. Most importantly, the department educates future generations of research and development professionals, data specialists, technology experts, inventors, and scientists for industry and society.
We are now looking for a coordinator to work with us to reach our goals. This is a responsible and meaningful role with true impact on our department’s success, and in the end, success and impact beyond the University. In this role, you will get to work in a meaningful and inspiring environment where we are proud of our purpose to shape a sustainable future. We highly appreciate the value this role provides to our academic community and are committed to support you in your journey of continuous learning.
Your role and goals

The person we are looking for will work in a team of three other academic coordinators to coordinate and manage research at the department. At the beginning of the employment, the focus of the work will be supporting research in the area of quantum technology such as coordinating the Finnish Centre of Excellence in Quantum Technology. In upcoming years, the focus area may change according to the strategic needs and initiatives of the department. The person would work in close collaboration with other coordinators, the communication team and the department leadership, focusing especially on

• Coordinating a Finnish Centre of Excellence or other relevant entity
• Close collaboration with the focus area executive team to carry on the activities aligned with the defined goal and strategies,
• Coordinating and preparing strategic initiatives in collaboration with a responsible professor,
• Coordinating and managing events (conferences, symposia, colloquia, workshops, planning meetings, etc.) organized by the academic community of the department
• Preparing content for strategic planning materials, development, and reports in conjunction with professors working primarily in the strategic research area, and as needed for other areas,
• In coordination with the other coordinators, actively support the department’s leadership and help with administrative duties
• Working with project controllers, HR staff, and other support staff to prepare, implement and report major projects and initiatives that are significant for a broader community in the department, and
• Working with Research and Innovation Services and Communication Services at Aalto to maximize utilization of Aalto services, success in grant proposals and visibility of our novel research findings.

Your experience

• A PhD degree in technology or natural sciences - for instance in physics, materials science or chemistry,
• Excellent skills in English (speaking and writing); Finnish proficiency is considered as an advantage,
• Ability to perceive large entities, extracting the essential content and presenting it in a consistent manner,
• Confidence in facilitating academic leaders proactively, and
• Great collaboration and communication skills.

One of the most important factors to succeed in this role is an independent, proactive and self-directed way of working. Previous experience in coordinating research communities, preparing, managing and reporting collaborative initiatives, and organizing scientific events are considered an asset.
What we offer
This permanent position will be located at the Aalto University Otaniemi Campus. We work in a hybrid way but the position requires regular presence at the campus. We hope the new recruit would be available to start work in November. Aalto University follows the salary system of the Finnish universities, but you can also provide your own request.
Need more information?
For position-related questions, please contact the Head of the Department, Professor Robin Ras, tel. +358 50 43 26 633 at September 5 or 17 at 9-11 or Academic Coordinator Bernadette Gehl-Väisänen, tel. +358 50 3451227 at September 6 at 10-15 or September 23 at 10-12. For recruitment process -related questions you can contact HR Partner Lotta Maltolahti. E-mail: firstname.lastname@aalto.fi.
How to apply

If you want to join us, please send your application and salary request at your earliest convenience but by September 29, 2024 at the latest in our recruitment system. Please submit your application in English and in one single PDF file including:

• Letter of motivation (max. one A4)
• CV
• Contact details of at least two references

We are planning to hold the first round of interviews during week 41. We will also start processing the applications during the application period, so we encourage interested candidates to submit their applications as soon as possible rather than wait until the deadline.
If you are already an employee of Aalto, please apply with your employee profile through the Workday system (internal jobs). If you are a student or visitor at Aalto, please apply with your personal email address (not aalto.fi) through the external Open Positions page.
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Please refer the Job description for details