Research Coordinator for the Institute of Physics and Astronomy

Would you like to be a central actor in supporting research at the Department of Physics and Astronomy?

Do you have substantial experience with research applications and research support, and do you thrive with exciting and varied tasks within the research coordination area?

Then it may be you we are looking for.

The Department of Physics and Astronomy (IFA) at Aarhus University is seeking a research coordinator for a permanent position who can support the institute's work to strengthen the securing of external research funding and contribute to professional, systematic and proactive research support.

As a research coordinator you will play a central role in supporting researchers and research groups in the process from idea and call to budget, application, grant and handover to the subsequent project administration. You will become part of the institute's administrative environment and will work closely with the institute director, the vice-institute director for research, the institute’s researchers, the research committee, financial functions and relevant central research support units. In addition, you may also have other tasks related to the general support of research at IFA.

Your main responsibilities will be to

• Identify and communicate relevant calls from Danish and international foundations and programmes
• Contribute to budgeting and quality checks of budgets in collaboration with financial staff and researchers
• Quality-assure applications, including formalities, structure, coherence, schedules and requirements from the grant provider
• Coordinate pitch sessions and internal peer review for researchers’ project ideas
• Coordinate and support internal processes for management approval, prioritization and coordination of applications
• Follow up on refusals and grants with a view to learning, knowledge sharing and improvement of future applications, and ensure an overview of applications and grants for use in management and AU’s system ReAp
• Be proactive and actively engage, so you actively consider what researchers need in a given project
• Ensure good handover from the application phase to the subsequent project administration
• Assist the institute’s research committee and the vice-institute director for research, as well as support the other institute leadership in relevant tasks
• Contribute to strategic and cross-cutting tasks within the research area, including coordination, analysis and preparation of relevant material
• Join a network with research coordinators and research support staff at faculty and university level

Your profile

• You have several years of experience with pre-award processes, including application development, budgets, deadlines and grant terms
• You have significant experience with supporting the preparation of foundation applications and with creating an overview of grantors’ requirements for applications
• You can create an overview of complex processes and ensure progress in collaboration with many stakeholders
• You can translate foundation requirements, administrative procedures and the institute leadership’s strategic priorities into concrete advice
• You are relationship-oriented, proactively engaging and good at entering into dialogue and collaboration with the individual researcher
• You work independently and take initiative to identify needs and drive tasks and processes forward
• You have experience from or good knowledge of the university and research environment and understand the particular framework and workflows that characterize the research area. It would be an advantage if you have had contact with the research world yourself, for example through a PhD program
• You are structured and able to prioritize your time in a role with many diverse tasks
• You have a relevant academic education
• You have good written and spoken communication skills in Danish and English

We offer

You will become part of the institute secretariat, where you will join eight skilled and engaged colleagues who handle a wide range of tasks that lie in the operation of an institute. The secretariat handles a broad range of administrative tasks and has a large contact surface to both researchers and external parties. We have a very good working environment and place emphasis on a good balance between work and private life.

We strive to have a skilled and engaged staff where quality, communication and collaboration are among our core values. We offer flexibility in arranging work, taking into account the tasks and collaboration in the secretariat and with other colleagues. Since many tasks are carried out in close cooperation with colleagues and users at the institute, the work will often require physical presence.

The position is generally full-time, but there is the possibility of part-time employment after further agreement.

Workplace and employment area

The workplace will be the Department of Physics and Astronomy, Ny Munkegade 120, 8000 Aarhus C.

At the institute there are about 100 scientific staff, of which 32 lecturers and professors as well as about 30 postdocs, approx. 40 technical and administrative staff, around 60 PhD students and about 140 master’s and 260 bachelor students.

You can read more about the institute at www.phys.au.dk.

Application deadline

The position is advertised electronically with a deadline of 1 November 2026 .

We expect to hold interviews on 13 November and possibly a second interview on 19 November.

The position is expected to be filled on 1 January 2027 or as soon as possible thereafter.

Questions and application

For further information about the position you are welcome to contact the institute director Ulrik I. Uggerhøj, [email protected] or the secretariat manager Andreas S. Stounbjerg, [email protected]

Formalities

Salary and terms of employment in accordance with the agreement between the Ministry of Taxation and academics in the state. You are employed as an academic staff member or as a fully qualified civil servant at the base pay grade 4-8.

Aarhus University will be an attractive and inspiring workplace for all and wishes to foster a culture where each individual can develop and grow. We view equality and diversity as a strength and therefore encourage all who are interested to apply. Applications are 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 professionally broad and 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