Department Secretary/Front Officer at University College Maastricht

UCM is recruiting a new Department Secretary with Front Office functions. Are you that highly organized team player with a great eye for detail and excellent interpersonal skills? And are you looking for a job where you will be part of a diverse yet close-knit community? Then we would like to get to know you!

Job description

University College Maastricht (UCM) is looking for a Department Secretary who will also perform Front Office functions. UCM is the Liberal Arts and Sciences Honors College of Maastricht University that provides small-scale and personalized bachelor's education. At UCM, you will be part of a truly international yet close-knit academic community, working with students and staff from more than 50 countries; which makes for a vibrant and dynamic work place. The Department Secretary will be the first point of contact for students, staff and external stakeholders. In addition to providing secretarial support for our college, the Department Secretary will represent UCM at the Front Office.

Core duties secretarial/front office support:

• Welcoming & hosting guests of the College
• First contact point for students and staff
• Working in close collaboration with our Building Manager
• You will be the Head of emergency response, a training will be provided to you
• Maintaining the Front Office/Secretarial calendar and inbox
• You will be in charge of the planning, scheduling and facilitating meetings, events and travel
• Secretary to the staff meetings (incl. scheduling, minute taking, follow up etc.)
• Facilitating internal communication
• Filing of correspondence
• Managing various administrative procedures and facilitating tasks that contribute to the support of the educational environment

Requirements
You are good at juggling tasks and prioritizing and have a high standard of time management, organizational skills and prior work experience. You are a professional who does not hesitate to take initiative and think along and enjoys supporting and working together with a creative team of driven professionals. Next to this, you have sufficient knowledge of online tools and software such as Outlook, Word and Excel. UCM is an English taught program with international staff, an advanced English and Dutch level is thus essential.

What we offer
As Department Secretary/Front Officer at Faculty of Science & Engineering, you will be employed by the most international university in the Netherlands, located in the beautiful city of Maastricht. In addition, we offer you:

• Good employment conditions. The position is graded in scale 6 according to UFO profile Management/Office-assistent, with corresponding salary based on experience ranging from €2618,00 and €3298,00 gross per month (based on a full-time employment of 38 hours per week). In addition to the monthly salary, an 8.0% holiday allowance and an 8.3% year-end bonus apply.
• An employment contract for a period of 12 months with a scope of 1,0 FTE. After this period, the contract may be extended for an indefinite period of time (upon positive evaluation).
• At Maastricht University, the well-being of our employees is of utmost importance, we offer flexible working hours and the possibility to work partly from home if the nature of your position allows it. You will receive a monthly commuting and internet allowance for this. If you work full-time, you will be entitled to 29 vacation days and 4 additional public holidays per year, namely carnival Monday, carnival Tuesday, Good Friday, and Liberation Day. If you choose to accumulate compensation hours, an additional 12 days will be added. Furthermore, you can personalize your employment conditions through a collective labor agreement (CAO) choice model.
• As Maastricht University, we offer various other excellent secondary employment conditions. These include a good pension scheme with the ABP and the opportunity for UM employees to participate in company fitness and make use of the extensive sports facilities that we also offer to our students.
• Last but certainly not least, we provide the space and facilities for your personal and professional development. We facilitate this by offering a wide range of training programs and supporting various well-established initiatives such as 'acknowledge and appreciate'.

The terms of employment at Maastricht University are largely set out in the collective labor agreement of Dutch Universities. In addition, local provisions specific to UM apply. For more information, click here.

Maastricht University

Why work at Maastricht University?
At Maastricht University (UM), everything revolves around the future. The future of our students, as we work to equip them with a solid, broad-based foundation for the rest of their lives. And the future of society, as we seek solutions through our research to issues from all around the world. Our six faculties combined provide a comprehensive package of study programmes and research.

In our teaching, we use the Problem-Based Learning (PBL) method. Students work in small groups, looking for solutions to problems themselves. By discussing issues and working together to draw conclusions, formulate answers and present them to their peers, students develop essential skills for their future careers.

With over 22,300 students and more than 5,000 employees from all over the world, UM is home to a vibrant and inspiring international community.

Are you drawn to an international setting focused on education, science and scholarship? Are you keen to contribute however your skills and qualities allow? Our door is open to you! As a young European university, we value your talent and look forward to creating the future together.

Faculty of Science and Engineering
At the Faculty of Science and Engineering (FSE), we focus on themes such as circularity and sustainability, future farming, digitisation and (scientific) instrument development. FSE's leading projects, like the Einstein Telescope Pathfinder, are sure to grab anyone's attention. The faculty is a vibrant hub of education and research in Science, Technology, Engineering, and Mathematics (STEM) and Liberal Arts and Sciences (LAS). At FSE, over 450 staff members and 3700 students gather to explore e exciting interdisciplinary research and educational programmes. Feel welcome, be part of our team and put your brilliant mind to work!

FSE at the Brightlands Campuses

Maastricht, Sittard-Geleen, Heerlen, and Venlo, the home of four creative Brightlands campuses, are bustling with 30,000 entrepreneurs, researchers, and students working diligently to solve global challenges. The Faculty of Science and Engineering is active on all four Brightlands campuses, and this is where our impact reaches its peak. To give you an idea of what is happening at each campus: Sittard-Geleen is home to the largest chemical site in the Euregion, while Venlo is a large hub for agri-food innovation. Maastricht is the site of the Health Campus, and Heerlen is the place to be for Smart Services.

University College Maastricht
The University College of Maastricht University is an international Liberal Arts and Sciences Honors College that specializes in Bachelor education for circa 800 academically passionate and highly motivated students from a wide variety of backgrounds. Drawing on the strengths of Maastricht University’s faculties and its own core staff, it offers its students close to 200 courses and an extensive skills training program, as well as a close-knit academic community. Academic freedom of choice and personal attention are hallmarks of the program. After completing their studies, many students go on to renowned graduate programs, and a wide range of careers.

Curious?
For more information: you can contact Eefje Nijst, Operations Manager, at [email protected] and check our website www.ucm.nl

Applying?
Or are you already convinced and ready to become our new Department Secretary/Front Officer? Apply now, no later than 5 May, for this position.

The vacancy is open for internal and external candidates. In case of equal qualifications, internal candidates will be prioritized.

Maastricht University is committed to promoting and nurturing a diverse and inclusive community. We believe that diversity in our staff and student population contributes to the quality of research and education at UM, and strive to enable this through inclusive policies and innovative projects led by teams of staff and students. We encourage you to apply for this position.