The coordinator is the intended right-hand and first substitute for the department manager within a faculty of a public educational institution. The role combines policy-supporting and executive functions in an academic setting. The focus is on the operational management of the department, including finance, personnel, and facilities, with limited substantive involvement in education and research. The coordinator proactively identifies and analyzes internal and external developments.
This new role will be shaped together with the manager, with the coordinator focusing on daily operations and policy implementation.
What you do
- Together with the department board, translates the faculty vision and strategy and matches it with departmental frameworks, priorities, and ambitions to create a departmental vision and strategy.
- Actively participates in administrative and strategic discussions within the department, with scientific staff, and translates these into operational management, considering faculty and departmental frameworks.
- Leads a management team consisting of three operations/policy officers (HR/Finance, Research/Impact, General/Facilities) and several management/office assistants.
- Collects and/or translates necessary management information, anticipates medium-to-long-term developments, and advises the department board.
- Focuses on optimizing (changing) business processes and creating a culture for effective collaboration, within the department and broader within the faculty.
- Co-monitors various budgets, manages the project portfolio in collaboration with the Research Support Office and project control team, and responds to financial questions and requests from scientists.
- Develops and adjusts the strategic personnel plan for the department and translates this into the budget cycle, managing the inflow, progression, and outflow of employees.
- Monitors the progress of PhD candidates, is responsible for internal communication, mailing list accuracy, vacancy management, knowledge security checks, and organizing department-wide activities.
- Replaces the department manager in faculty-wide management meetings if necessary.
What they ask
- Academic working and thinking level.
- Reliable, enthusiastic, and social pivot within the department's dynamics, working concentrated and accurately, with an eye for detail.
- Strong analytical and solution-oriented, with an eye for improvement processes.
- Able to handle confidential information well.
- Proven policy-supporting and organizational capabilities in a complex/matrix organization, with experience in (co-)managing a team and ensuring effective collaboration between teams.
- Able to motivate others and provide positive feedback, contributing to social cohesion within the department.
- Flexible and service-oriented attitude, driven to unburden researchers and lecturers where possible from an operational perspective.
- Good sensitivity to the pragmatic culture of beta scientists, possessing sufficient connecting leadership and persuasive power to convey the importance of business frameworks.
- Excellent language skills in Dutch and English, which can also be demonstrated in writing policy notes/advice.
- Knowledge of the business processes and systems of a university is a plus.
- Experience with a university financial budgeting and accountability cycle and personnel planning is a plus.
How to apply
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