PhD Support and Training Coordinator

The PhD Support and Training Coordinator plays a crucial role in ensuring the successful development and progression of doctoral candidates by providing them with the necessary skills, knowledge, and support to excel in their research and to advance their careers.
She/he supports the General Management in designing, implementing, and maintaining a set of best practices aimed at creating a rewarding working environment for students. More particularly, she/he is responsible for the implementation of structured doctoral training, which is in line with the requirements of the main funders and international standards.
She/he promotes scientific and social exchange between PhD candidates and serves as a contact point for PhD supervisors as well as key external stakeholders for her/his activities (University of Luxembourg, Fonds National de la Recherche, Ministry of Research and Higher Education).

Key Accountabilities

The PhD Support & Training Coordinator contributes notably to the following key tasks:

• Interact directly with funding bodies for PhD candidates, such as the Luxembourg National Research Fund (FNR) as well as universities, primarily the University of Luxembourg (UL).
• In collaboration with the UL Office for Doctoral Studies, ensure the administrative follow-up of the PhD candidates  (admission, CET meetings, ECTS requirements, PhD defence…). Maintain effective communication channels to address any issues or requirements related to PhD training, notably through the participation and active contribution to the UL Steering Committee of Doctoral Education and its subgroup dedicated to transferable skills for students.
• Comply with and further develop the National Quality Framework for Doctoral Training (NQFDT), and contribute to the development of a framework for the promotion of early-career researchers (ECR).
• Set up and coordinate the yearly ECR Training & Workshops series. Plan and organise career workshops, seminars, and other training activities with external training providers. Collaborate with relevant departments or institutions to enhance interdisciplinary training opportunities and provide a diverse learning experience.
• Organise or co-organise events dedicated to PhD candidates, such as PhD retreats, University induction days for new doctoral candidates, and Career Option initiatives. Liaise with Marketing & Communication to communicate about events and success stories on social networks.
• Provide guidance and support to doctoral candidates throughout the PhD life cycle. Address their concerns, assist them in accessing resources and opportunities, ensure their overall well-being, and oversee their academic progress.
• Respond to inquiries from PhD supervisors and support them for PhD supervision right applications and grant proposals for PhD positions.
• Maintain regular contact with the Human Resources and the Science Office, and contribute to the annual reporting on PhD training and ECR initiatives for the performance contract.
• Maintain records and documentation related to the training programs, including attendance records, evaluations, and certifications. Ensure compliance with data protection regulations and facilitate easy access to relevant information when needed.

Key Skills, Experience and Qualifications

• PhD in Life Sciences.
• Good knowledge of the PhD life cycle.
• Excellent communication and interpersonal skills.
• Skills in conflict management and mediation.
• Ability to work independently and manage multiple tasks simultaneously.
• Strong organisational skills and attention to detail.
• Languages: ability to communicate in English and French, orally and in writing. Any knowledge of Luxembourgish/German would be a welcome asset.