Facility Administrator

APPLICATION CLOSING DATE: December 2nd, 2024

Human Technopole (HT) is an interdisciplinary life science research institute, created and supported by the Italian government, with the aim of developing innovative strategies to improve human health. HT has the mission of conducting cutting-edge research and translating innovation into methods and tools available to the entire National scientific community. To this end, HT is opening National Facilities that will provide world-class research infrastructure for Structural Biology, Light Imaging Microscopy, Genomics, Genome Engineering, and Data Handling and Analysis.

We are currently seeking a motivated, fast-learning Facility Administrator reporting to the Head of the Facilities and Services to help streamline administrative processes within the Facilities and across the administrative departments at HT. This role will involve providing high-level scientific administrative and secretarial support for the Facilities.

Key tasks and responsibilities:

• Provide secretarial and administrative support to the Head of the Facilities and Services.
• Collect, follow up, and report data.
• Manage the agenda calendar, schedule appointments, coordinate meetings, organize travel, accommodation, visas, and all other necessary logistics for the Head of the Facilities and Services.
• Ensure all necessary materials and documents for internal and external meetings and provide post-meeting support, preparing reports, presentations, and documentation for meetings and events.
• Provide administrative and logistic support for seminars, events, and special projects.
• Maintain records and files, ensuring accuracy and confidentiality.
• Support recruitment, staff planning, training, and space planning activities in collaboration with HR and the Facilities’ Managers and Heads.
• Liaise with different administrative departments to ensure accurate management of secretarial tasks and processes, including financial and cost management, procurement processes, and human resource-related activities.
• Support internal and external project deadlines and provide appropriate reminders.
• Assist in collaboration with internal teams and external partners to ensure smooth project management and task follow-up.

Job requirements

Essential requirements:

• A university degree.
• At least 3 years of administrative experience.
• Fluency in English and Italian – HT is an international research institute.

Preferred requirements:

• Experience managing secretariat.
• Excellent knowledge of Microsoft Office and office management tools.
• Experience in an international environment.

Other key competencies:

• Proven experience in an administrative or office management role, preferably within a research or academic environment, especially in the Life Sciences.
• Demonstrated ability to be a fast learner.
• Excellent organizational and multitasking skills with attention to detail.
• Ability to manage competing priorities in a fast-paced environment.
• Good written and verbal communication skills and interpersonal skills.
• Good problem-solving, organizational, analytical, and critical thinking skills.
• Willingness to learn – HT actively supports the growth of its staff.

Application instructions:

Please apply by sending a CV and a detailed motivation letter in English only through the dedicated area below (Apply now).

Additional information:

Main benefits:

• Welfare plans.
• Canteen service.
• Work-life balance provisions.
• Italian language training for foreigners.
• Parental leave up to 1 year and other support for new parents.
• Counseling.
• Flexible working hours.
• Remote working policy.
• Support for relocation.

Special consideration will be given to candidates who are part of the protected categories list, according to L. 68/99.

Number of positions offered: 1

Contract offered: CCNL Chimico Farmaceutico, Fixed-term 2 years - employee level, with the possibility of renewal.

The position is based in Milan.

Salary: up to 41K, depending on the candidate's seniority.