Project Administrator for the Joint Secretariat at the Institute for Materials and Production and the Institute for Mathematical Sciences

Dreaming of varied work with administration, financial management and collegial sparring? Are you outgoing, systematic and analytical, good at prioritising, and do you have strong skills in project management?

Then read about the opportunities with us at Aalborg University.

We are seeking an experienced, capable and versatile project administrator who would like to become part of a dynamic secretariat and research environment. Here you work together with skilled colleagues and act as a partner for researchers who are working with future technology in an international research environment.

The position is a permanent full-time position based in Aalborg with a start date of 1 December 2026 or as soon as possible thereafter. There are currently considerations in the organisation about the future placement of project finance tasks at Aalborg University, which may lead to the area being reorganised.

Your tasks

The primary tasks consist of, together with our researchers, ensuring a professional handling of the institutes' externally funded projects. We have a particular focus on further developing support for researchers with a portfolio of several and larger research projects, typically funded by the EU or larger Danish foundations.

The content of the position and the tasks in the team are in continuous development, and the tasks will be distributed among the team members according to competencies and interests. The tasks currently include:

• Lead role in connection with applications and grants, including focus on rules, frameworks and deadlines for the different projects and grants from the EU as well as state and private research foundations
• Administrative project management tasks, including the role as liaison to the grantor and the consortium, financial reporting, organising consortium meetings and possible participation in these
• Development and implementation of processes and tools for project management, including handling of research data
• Quality assurance of applications and preparation of budgets
• Sparring with the scientific project leader on, e.g., strategy, future funding opportunities and project plans
• Networking activities, both internally at AAU and in external fora
• Administrative tasks in connection with projects, such as time registration, travel, procurement and reporting of financial indicators
• Contact and administrative supervision of, for example, business partners in research projects
• Participation in financial and administrative tasks, such as preparation of management information and cross-cutting reporting and governance tasks based on the organisation's needs

There will thus be close collaboration with both researchers and administrative colleagues as well as grant providers and business partners domestically and internationally.

Your competences

We are seeking a proactive, approachable and outgoing colleague who can both keep an overview and at the same time have an eye for detail. In addition, it is essential that you thrive in an international and dynamic environment where tasks and collaborative relationships evolve over time.

We expect that you

• have a relevant academic education
• work in a structured way and are cooperative, independent and proactive
• have experience with administrative project management
• have knowledge of the university sector and funding for research projects
• have in-depth knowledge of budget monitoring and financial management, including experience with Excel at a superuser level
• can act as a sparring partner for researchers, colleagues and partners, internally and externally
• have strong qualifications in oral and written communication in both Danish and English and feel comfortable presenting to larger audiences
• thrive in a sometimes hectic and very varied job with tight deadlines
• want to learn new things and immerse yourself in areas where your experience or competencies are not yet tested

Who are we?

The Joint Secretariat for the two institutes, Materials and Production as well as Mathematical Sciences, consists of 25 skilled colleagues who together form the organizational and administrative engine around the institutes' leadership. We work very closely with the scientific colleagues. The work is carried out with a basis in teams where our competencies complement each other, and where we lift together, even though we each have our own tasks and areas of responsibility.

As an employee, the working days are filled with exciting and challenging tasks of very different character. We are very close to the latest research and meet Denmark's university and research policy in practice.

We are part of an international environment where many of the scientific staff come from abroad, and where English is therefore used naturally in many contexts.

As a university, we want to attract the best professional competencies. There are good opportunities to build a career and achieve results. We strive to be skilled and caring colleagues and to create a good working environment with opportunities for sparring and development.

Application

Your application must include the following

• Application in which you explain which professional and personal competencies as well as experiences make you particularly qualified for the position
• CV
• Academic transcript
• Any relevant attachments

You can read more about the requirements for your application here .

Applications are submitted via Aalborg University’s recruitment system, which can be accessed under the job posting on Aalborg University’s website.

Aalborg University wishes to reflect the surrounding society and has diversity as a core value. Therefore everyone regardless of personal background or orientation is encouraged to apply.

Do you have questions?

If you have questions, you are very welcome to contact us. You will find the contact persons at the bottom of the posting.

Interviews are expected to be held on 26 October and a possible second interview on 28 October.

Candidates advancing to a possible second round of interviews on 28 October will be asked to prepare and present a short case.

Other information

You can read more about our recruitment process here .

The recruitment process at Aalborg University may include a risk assessment as a tool to identify potential risks associated with new hires, ensuring the safety of the workplace, compliance and integrity.

Salary and terms of employment

You are hired and paid under the state collective agreement for academics. There is an option to negotiate a qualification allowance.

You can read about the salary and composition of pay for the position in Salary overview in connection with recruitment - Academic (AC-TAP) . See the introductory section on the page as well as the section “Academic employee”.

There is a 3-month mutual probation period for the position.

Aalborg University - Knowledge for the world

Aalborg University is an international workplace with more than 3,700 employees. We offer reality-based education and create research results of world-class standard through collaboration between researchers, students and public and private companies. This is how insights, new solutions to societal problems and knowledge that changes the world are achieved. Our main campus is in Aalborg, but we also have campuses in Esbjerg and Copenhagen.