Administrative coordinator to support research, bids and contracts

Are you good at creating structure, maintaining an overview, and following up? Do you thrive in coordinating, creating momentum, and supporting academically engaged colleagues in a daily life with many tasks and collaboration interfaces? Then you might be our new administrative coordinator.

At Copenhagen University College of Professional Education (KP) we are looking for an administrative coordinator to support research, offers, and contracts in the Institute for Lifelong Learning (ILL).

About the job

As an administrative coordinator you will be part of the administrative support for ILL's research and offer processes. You will work closely with researchers, consultants, and managers and ensure that administrative tasks are solved in a structured, timely, and quality-focused way. Your main responsibility is to create an overview, follow up on agreements and deadlines, and ensure coherence in the processes. You will also keep templates and tools updated and guide colleagues in using them.

Your main tasks within research will be to

• Create an overview of applications and projects: Maintain overviews of applications, deadlines, project status, and milestones and follow up on these
• Support researchers and professors: Coordinate applications, collect information and attachments, and provide administrative support throughout the project
• Ensure a good project start: Plan startup meetings, prepare agendas and meeting materials, and coordinate the initial tasks
• Coordinate agreements and documentation: Contribute to collaboration agreements and other project documents and ensure proper filing and archiving
• Support leaders and meeting forums: Prepare meetings, draft minutes, collect information for decision material, and follow up on decisions.

Within offers and contracts you will

• Coordinate attachments and documentation: Collect information, CVs and signatures, and fill out administrative attachments for tenders and offers
• Quality assure and submit offers: Ensure that offers and attachments are correctly filled in and submitted on time on digital procurement platforms
• Support agreements and contract formation: Contribute to collaboration agreements, coordinate signatures and forward documentation, and ensure proper filing and archiving
• Maintain digital procurement platforms: Manage user access, profiles, and subscriptions and update search criteria and recipients of tender notifications.

Across the areas you will

• Maintain and develop workflows: Contribute to improving administrative processes, templates, guidelines, and shared tools
• Handle other administrative tasks: Step in as needed and collaborate with colleagues across the organization to solve shared tasks.

Over time you are also expected to participate in the institute's other cross-departmental administrative task solutions.

You will work closely with colleagues in ILL and across KP. In the research area you will work with KP’s Cross-Unit for Research Support, where you get sparring in concrete cases and contribute to translating common guidelines and tools into practice. In the offers area you will collaborate with ILL’s cross-unit for procurement and offers and coordinate with other parts of KP in the specific offer processes.

The position gives you the opportunity to work with daily administration while gaining insight into how research, procurement, and offers are organized, financed, and supported at a large educational institution.

About you

You want to work in a large public organization where collaboration, quality, and common guidelines are important. You involve relevant colleagues and stakeholders when workflows and new ideas are developed, and you can navigate processes that require dialogue and clarification along the way. At the same time you keep the focus on progress and contribute constructively to turning ideas into practical solutions.

Additionally, we imagine that you

• Have a relevant administrative education or another educational background and experience that has given you solid administrative and coordinating competencies
• Work in a structured and systematic way and are used to creating and maintaining an overview
• Have a sense of quality, detail, and timeliness, as well as an eye for ensuring that administrative processes are both correct and usable
• Have experience with document handling, filing, and quality assurance
• Work independently and solution-oriented and ensure progress in a daily life with both planned tasks, ad hoc tasks, and tight deadlines
• Are approachable and collaborative and thrive with many points of contact and professional perspectives
• Have good IT skills and adapt easily to new systems and digital tools
• Are interested in research, procurement, offers, and contracts as well as the administrative support for them.

It is an advantage if you have knowledge of administration of grant applications, procurement, and contracts. The most important thing is that you have a solid administrative foundation and a desire to become skilled in the area.

We offer

• A central administrative role where you contribute to creating good conditions for research and bidding as well as a more coherent and uniform administrative support
• A varied job with fixed tasks, coordination, and development of workflows
• Close collaboration with researchers, consultants, managers, and colleagues in the secretariat and across KP
• A professional collaboration with emphasis on knowledge sharing, sparring, and common solutions
• A workplace with engaged colleagues and opportunities for professional development
• Great freedom to structure your work and flexible frameworks that support work-life balance.

Your workplace

The Institute for Lifelong Learning has about 250 staff and is responsible for KP’s Continuing Education, Center for Educational Materials, National Center for Vocational Pedagogy, and the Secretariat for Playful Learning.

As a staff member in the secretariat, you will be part of a work community with 14 colleagues who handle general management support, administrative and financial support, and quality assurance tasks.

You report to the secretariat manager.

Salary and employment terms

You will be employed as an administrative staff member starting February 1, 2027. The working week is 37 hours.

Employment is according to the Organizational Agreement for HK/Stat . There will be opportunities to negotiate qualification supplements.

The secretariat staff primarily work at Tagensvej 18, 2200 Copenhagen N. There may also be meetings and activities at other KP campuses.

Want to know more?

At Copenhagen University College of Professional Education we educate students for meaningful working lives where they meet other people and make a tangible difference for them. We see it as our finest task and our strategic vision that, together with our external world, we will educate professionals who succeed in and together with practice.

Read more about Copenhagen University College of Professional Education and our strategy at www.kp.dk and about KP as a workplace on our career page .

For further information about the position, you are welcome to contact Secretariat Manager Katrine Riisgaard Pedersen at tel.: +4521319951.

Interested?

Submit your application and CV via the apply button no later than 22-11-2026.

We expect to hold two rounds of interviews – both in week 50.

Copenhagen University College of Professional Education does not discriminate on gender, age, ethnicity, or similar, but only on competence and talent. We try to minimize bias in the recruitment process and therefore encourage you to refrain from attaching a profile picture in your CV/application.

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Copenhagen University College of Professional Education with more than 20,000 students and about 1,800 staff is one of the largest providers of higher education in Denmark.

At Copenhagen University College of Professional Education we educate pedagogues, nurses, teachers, social workers, physiotherapists, midwives, and many more.

Together with our partners, we will set new standards for professional education, research, development, and continuing education within schools and pedagogy, health and welfare, leadership and administration.