Office Manager 50%

1 - Working at the VUB

Do you identify yourself with the words problem solver | proactive | autonomous| organized? Do you also thrive by taking action and leading by example, and do you want to work in a dynamic team that deals with fundamental societal issues? Then you might be our new Office Manager (50%).

For over 50 years, the Vrije Universiteit Brussel (VUB) has stood for freedom, equality, and connectedness, values that are strongly present on our campuses among both students and staff. At VUB, you will find a diverse collection of personalities: innovators at heart, but above all, people who are 100% their authentic selves. With around 4,000 employees, we are the largest Dutch-speaking employer in the private sector in Brussels, an international city to which we are deeply connected and where our four campuses are located.

Moreover, VUB is a member of EUTOPIA, an alliance of 10 like-minded European universities.

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2 - Position Description

For the interdisciplinary AMGC research group (Archaeology, Environmental Changes & Geo-Chemistry), we are looking for an Office Manager (50%).

The AMGC research group combines expertise in archaeology and archaeological sciences, geology, geo- and cosmochemistry, anthropology, paleoenvironment and paleoclimate reconstructions, historical and contemporary global changes, chemical engineering, analytical chemistry, and environmental sciences to answer questions about the past, present, and future of the Solar System, Earth, and Humanity. We are a team of more than 100 people. You can find more information here: AMGC | Documenting Earth BIO-GEO-evolution.

As an Office Manager, you play a central role in efficiently managing and supporting our research group and projects. You ensure that administrative, financial, and personnel processes run smoothly and serve as the link between the teams and the central services of the VUB.

These are your main tasks:

• Administrative and Financial Management: You manage the administrative and financial tasks of the research groups and their projects. This includes budget monitoring, optimization, and HR planning. You oversee personnel management and ensure that the teams’ finances are in order.
• Process Optimization: You streamline and automate administrative processes between the research group and the central services of the VUB (HR, finance, R&D, Tech-Transfer), and maintain close contact with external partners and the broader institutional network.
• Daily Operational Management: You improve daily processes such as website management, onboarding new employees, lab facilities, and organizing meetings and events. By promoting efficiency, you ensure everything runs smoothly.
• Financial Reporting: You coordinate the financial reports for various projects and ensure timely and accurate reporting to funding bodies such as Horizon Europe, Innoviris, and Belspo.
• Purchasing and Invoicing: You support the purchasing process, handle invoicing, and keep track of order follow-up. You also manage recurring lab purchases and the processing of PO numbers.
• Project Support: During the project proposal phase, you assist with administrative tasks and budget preparation. You monitor deadlines, coordinate input for technical reports, and organize project meetings, ensuring smooth project execution.
• Tenders and Funding Proposals: You monitor tenders and funding calls and prepare the necessary documentation for bids and commercial proposals.
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In this versatile role, you contribute to the successful execution of research groups and projects by ensuring structure, efficiency, and accurate support.

For this position, our Brussels Humanities, Sciences & Engineering campus (Elsene) will be your home base, in combination with working from home. This is a part-time position (50%). You will definitely work on Thursdays (and will be present on our campus), and we will discuss the other days together.

3 - Profile

What do we expect from you?

• You hold at least a Bachelor’s degree. Candidates with a Master’s degree who are looking for a supporting role are also encouraged to apply.
• You have a good command of both spoken and written Dutch (minimum CEFR level C1) and English (minimum CEFR level C1).
• Ideally, you have experience in a similar role as an office manager, management assistant, project management officer (PMO), HR or finance assistant, etc.
• You are highly organized, with a talent for effective planning.
• You have a strong focus on detail and an affinity for numbers. You are proficient in Excel.
• You are proactive, eager to learn, and work independently.
• You can make a significant contribution to simplifying and optimizing processes based on analysis, both advisory and operational, promoting continuous improvement.
• You are a problem solver and are willing to step in wherever needed.

Additional Assets:

• You have experience with project planning and (financial-administrative) management of academic R&D projects, such as Horizon Europe projects.
• You understand the context of the VUB or another university and have experience working in larger (academic) teams.
• You have knowledge of the Flemish, Belgian, and European funding landscape (e.g., FWO, VLAIO, FOD, Horizon Europe)

VUB aims to reflect society, where everyone’s talent is valued, regardless of gender, age, religion, skin color, migration background, disability, or neurodiversity.

4 - Offer

Are you going to be our new colleague? You’ll be offered a permanent part-time(50%) contract at a salary linked to grade 6 or grade 7, depending on your competences and previous relevant work experience. Our salary scales can be found on our website under "Working at VUB".

At the VUB, you’re guaranteed an open, involved and diverse workplace where you are offered opportunities to (further) build on your career. As well as this, you’ll enjoy various benefits:

(These benefits apply to a full-time position; for a part-time position of 50%, they are applied on a pro-rata basis.)

• Extensive remote working options and the necessary tools to work comfortably from home.
• An open, informal work environment with attention to your work-life balance, an exceptional leave policy with 35 days of leave, closure between Christmas and New Year's, and 3 additional leave days.
• Free hospitalization insurance and an excellent group insurance plan, including income protection.
• Maximum reimbursement for commuting by public transport and/or a bicycle allowance.
• A variety of meals in our campus restaurants at an attractive rate.
• Affordable sports options, a range of discounts via Benefits@Work (in various shops, on flights, at gas stations, amusement parks...), and Eco vouchers.
• A daycare center near the campus and discounts on holiday camps.
• The opportunity to help shape your job content and continuously learn through our VUB learning platforms and training programs.
• And last but not least: great colleagues with a healthy drive and a good sense of humor.

5 - Interested?

Is this the job you’ve been dreaming of? Apply before 17 March 2025. 

Our application process is as follows:

• Step 1: CV screening by one of our recruiters.
• Step 2: A job interview is scheduled for the morning of April 3 and will take place online (timing subject to change).

Contact us!

Questions about the job itself?
Contact Koen Wouters at Koen.Wouters@vub.be

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

Would you like to know what it’s like to work at the VUB?

Go to www.jobs.vub.be and find all there is to know about our campuses, benefits, strategic goals and your future colleagues.  

6 - For office use

Regulation: externe middelen

Contract: [[c_contractType]]

Head unit/faculty: Faculty of Sciences and Bioengineering Sciences

FTE: 0.5

Function: Management assistant

Pay grade group: 6-7

Recrutement type: werving