Administrative Assistant

Ref 2588107 | Date: 29 Oct 2026

EPFL

EPFL, the École polytechnique fédérale de Lausanne, is one of Europe's most dynamic university campuses and is ranked in the top 20 worldwide in many academic rankings. EPFL has more than 6'500 staff members who bring to life the three main missions of the School: education, research, and innovation. The EPFL campus offers an exceptional working environment at the heart of a community of more than 17'000 people, including nearly 12'500 students and 4'000 researchers from more than 120 different nationalities.

(40%)

Mission

The Centre Propédeutique (CePro) has the mission of facilitating the organization and conduct of major courses taught in the first year.
The objectives of the CePro include, in particular, the coordination and management of teaching assistants, participation in teaching, coordination of the technical and logistical organization of exams, the sharing of existing pedagogical resources, and the development of new resources.
The CePro is looking to strengthen its team at the level of exam organization.

Main tasks and responsibilities

1. Exam management

In collaboration with the CePro IT team and under the responsibility of the team leader, the person ensures the administrative and operational follow-up of the exam organization process by:

• Ensuring the follow-up of the exam registration process, notably communication with teachers, sending reminders, and monitoring registrations within the specified deadlines.
• Coordinating the management of printed exams, including the organization of the storage space at the reprography department, archiving, monitoring boxes, transmitting necessary information, as well as checking registrations and documents.
• Ensuring the documentation of procedures and tools related to exams, in collaboration with the development team, notably for API documentation.
• Performing the update of courses in ANS Students, based on the transmitted student lists and according to established procedures.
• Ensuring the processing and follow-up of exam scans, in accordance with current procedures.
• Coordinating the exam printing process via CREP, notably by controlling the transmitted documents, ensuring compliance with deadlines, and ensuring coordination with Reprography, as well as with the CePro IT team.
• Preparing room plans for ordinary and deferred exams, based on the information and constraints communicated.
• Organizing the administrative and logistical aspects of deferred exams, notably the preparation of documents and monitoring their printing.

1. Administrative and technical support to users and request management

As part of a process defined by the CePro, the person:

• Provides first-level administrative and technical support for common requests, notably by telephone and by e-mail.
• Identifies, processes, and follows up on requests within their scope until resolution, or their transmission to the appropriate support level.
• Contributes to the maintenance and update of the website, by ensuring the follow-up and updating of content according to needs

Profile

• Oral and written mastery of English and French
• Proficiency with IT and office tools
• Ability to interact in a multicultural environment
• Dynamism and proactivity, great sense of responsibility, excellent organizational skills and ability to work autonomously

We offer

• A dynamic and multicultural working environment in an internationally renowned multidisciplinary institution
• Attractive working conditions
• Opportunities for continuing education

Information

Start date: as soon as possible

Occupancy rate: 40.00

Contract type: CDD

Duration: 1 year

Reference: 2487

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