Administrative Specialist – Faculty Affairs

About the role

The Faculty Affairs office of the School of Engineering at EPFL is looking for an Administrative Specialist to support the Head of Faculty Affairs. The role involves managing recruitment, promotion and faculty data processes in a dynamic, international academic environment.

Key responsibilities

• Coordinate professor recruitment: manage the recruitment platform, process applications, communicate with candidates and organise recruitment procedures and dossiers.
• Assist the Chair of the Academic Evaluation Committee with promotion processes: update procedures, handle correspondence, collect reference letters and prepare promotion dossiers.
• Oversee onboarding and off‑boarding of faculty members, track tenure‑track reviews and maintain up‑to‑date faculty records.
• Maintain electronic filing systems and ensure data accuracy across tracking files.
• Provide general administrative support to the Head of Faculty Affairs, the Dean and other senior staff.

Required profile

• Commercial diploma (CFC) or equivalent training.
• Very good command of French and English (minimum C1 level).
• Strong organisational skills, ability to respect deadlines and work autonomously in a multicultural setting.
• Service‑oriented attitude with high attention to detail and confidentiality.

Required skills

• Proficiency in Microsoft Word.
• Proficiency in Microsoft Excel.
• Proficiency in Microsoft PowerPoint.

What we offer

• A stimulating, interdisciplinary and international work environment.
• Employment at a world‑renowned research and education institution.
• Excellent working conditions and a permanent contract.