Administrative coordinator for African students at Aarhus University

Do you want to work with international students and help build the administrative framework for a new initiative at Aarhus University? Are you administratively strong, good at creating structure, and do you thrive in a daily life where new processes both need to be developed and implemented? Then it might be you we are looking for for a two-year project position in the Department for Mobility and Educational Collaboration at Aarhus University.

About the position

The core task will be administrative support for African students who come to Aarhus University through two different exchange programs, namely the EU's Erasmus program (KA171) and the Ministry of Foreign Affairs' Knowledge and Innovation Programme (KIP), which is part of the government's Africa strategy. A significant part of the role will be to ensure that the African students receive the necessary administrative and practical support before and during their stay at Aarhus University.

This includes regarding scholarships, travel, housing, insurance, language tests, residence permits, and entry visas. Since this is a new initiative, your first task will be to develop and establish the processes that will support the different types of stays and educational pathways.

Study stays take place at Aarhus University campuses in Aarhus, Herning and Viborg. There may be exchange stays of one or two semesters or entire programs lasting up to two years. In addition, there will be summer schools in Africa and at Aarhus University, which must be supported administratively.

The position is anchored in Mobility and Educational Collaboration in Study Life, which is part of AU Education. There will also be close collaboration with the academic environments at the faculties that have secured the grants and that will receive the African students.

About the tasks

Your tasks will include, among others, to

• develop and maintain application forms and administrative workflows in the IT system MoveON
• develop and implement new administrative processes and ensure their subsequent operation
• manage budgets and administer scholarships, including calculation and monthly disbursement
• administer payment and reimbursement of travel, insurance, language tests, housing and fees for residence permits and visas
• support planning and holding of summer schools
• prepare reporting and collect documentation
• plan and coordinate introduction activities
• collaborate and coordinate with the academic environments and other relevant colleagues at AU

Tasks will evolve over time, and you will have the opportunity to influence how the administrative workflows are organized.

Competencies

We are looking for a staff member who

• is administratively strong and works in a structured and systematic way
• has an eye for detail while being able to maintain an overview of complex processes
• thrives with tasks where finance, documentation and practical coordination go hand in hand
• is service-minded and can communicate clearly with students from different cultural backgrounds
• can translate rules and overarching frameworks into practical solutions and well-functioning workflows
• has good collaboration skills and can coordinate with many different stakeholders
• communicates confidently in both Danish and English
• has a knack for IT and easily understands new administrative systems
• has a driving license

It would be advantageous if you have experience with scholarship administration, international students, or international educational projects, but it is not a requirement.

About Mobility and Educational Collaboration

Mobility and Educational Collaboration is a part of Study Life in AU Education at Aarhus University. We consist of 10 permanent staff, four student assistants and two interns. We work with international student mobility, scholarship administration and international educational collaborations across AU.

Further information

We expect to conduct interviews in week 46 or 47.

Salary and employment terms follow the collective agreement for Academics in the State ( see the collective agreement here ). You will be employed as a full-time employee at base pay grade 4-8 with a dispensation allowance.

Aarhus University will be an attractive and inspiring workplace for all and aims for a culture where each individual can unfold and develop. We see equality and diversity as a resource and therefore encourage all interested to apply.

Applications must be submitted via Aarhus University's recruitment system, which can be accessed under the job advertisement on Aarhus University’s website.

About Aarhus University

Aarhus University is a broad, research-intensive university with high quality in education and research, and a strong commitment to societal development nationally and globally. The university offers an inspiring educational and research environment for 37,500 students and 9,000 staff with an annual turnover of DKK 8.9 billion. Read more at www.au.dk