Administrative assistant for student and staff mobility

1 - Working at the VUB

For almost 50 years, the Vrije Universiteit Brussel has stood for freedom, equality and connectedness. These values are strongly present on our campuses, in our students as well as our staff. At the VUB, you’ll find a diverse collection of personalities: pure innovators and especially people who are 100% their authentic selves. With about 4000 employees, we are the largest Flemish-speaking employer in Brussels, an international city with which we are all too happy to be connected, and around which our four campuses are located.

2 - Position Description

As an administrative assistant, you will join the VUB Exchange Team of the International Relations office. You will work in a highly international environment and will work closely with 3 colleagues from the EU team. This position provides administrative support for student and staff mobility of EU and Flemish funded projects.

Your duties will be as follows:

• support the implementation of exchange scholarship programs funded by the EU and Flemish government;
• follow-up of the mobilities and related administrative actions and documents of students and staff exchange using the VUB tool to manage mobilities;
• support the administration of inter-institutional exchange agreements with international partners;
• providing communication and maintenance of the web pages for mobility;
• providing first-line assistance to students coming/departing on exchange;
• organising information sessions and recruiting events on campus;
• preparing interim and final reports.

For this function, our Campus in Etterbeek will serve as your home base, combined with working from home. 

3 - Profile

What do we expect from you?

• You have a bachelor’s degree or equivalent through experience
• You speak and write fluently in English and adapt your message easily depending on your target audience. Good knowledge of Dutch is an added value
• You have good IT knowledge (Word, Excel, PowerPoint) and experience with file management in databases is a plus
• Preferably, you already have several years of experience in student file management
• You enjoy having a varied set of tasks and can switch smoothly between different tasks
• You are adept at managing tasks efficiently and setting targeted priorities
• You have a keen interest in administration and are not afraid to learn how to work with new software packages
•  You can work independently and you are a good team player
• Applicants must hold a valid work permit for Belgium

VUB strives to reflect society, valuing everyone’s talents regardless of gender, age, religion, ethnicity, migration background, disability, or neurodiversity.

4 - Offer

Will you be our new colleague?

If so, we offer you a full-time fixed-term contract of 1 year, renewable depending on the availability of external funding, with a gross monthly salary corresponding to grade 5.

The salary depends on your competencies and the number of years of relevant work experience. You can find our salary scales on our website under “Working at VUB”.

At VUB, we guarantee an open, engaged, and diverse workplace and offer you opportunities to (further) develop your career. In addition, you will benefit from:

• Extensive opportunities for remote work and a teleworking allowance;
• An open and informal working environment with attention to work-life balance, an exceptional leave scheme with 35 days of annual leave, and closure between Christmas and New Year;
• Free hospitalization insurance and an excellent group insurance with guaranteed income;
• Full reimbursement of commuting costs by public transport and/or a bicycle allowance;
• Varied meals at an attractive price in our campus restaurants;
• Affordable sports facilities, a wide range of discounts via Benefits@Work (in various shops, on flights, at gas stations, amusement parks, etc.), and eco vouchers;
• A daycare center near the campus and discounts on holiday camps for children;
• The opportunity to help shape your role and continuously learn through our VUB learning platforms and training programs;
• And finally: great colleagues with a healthy drive and a good sense of humor.

5 - Interested?

Apply before April 19, 2026 via jobs.vub.be

Our selection process is as follows:

• Step 1: Screening by one of our recruiters
• Step 2: A phone interview during the week of April 20, or (depending on the number of candidates) a written comparative test may be part of the selection process
• Step 3: A final interview is scheduled during the week of April 27, 2026, and will take place online (timing subject to change)
  
  

Questions about the job?
Contact Paola Mureddu via Paola.Mureddu@vub.be

Questions about the selection procedure and/or the offer?
Contact Sammy-Jo Van Tendeloo via SammyJo.Van.Tendeloo@vub.be

Would you like to know what it’s like to work at VUB and learn more about EUTOPIA?

Visit jobs.vub.be and discover more about our campuses, benefits, strategic goals, and colleagues.

You can also visit eutopia-university.eu to learn more about our European network of universities.

6 - For office use

Personal information: external funding

Contract: [[c_contractType]]

Primary unit: Directie Internationaal Beleid

Scope: 1

Function: Administration officer

Grade group: 5
Werving