PhD Education Administrator

The Swedish Defence University is an internationally renowned institution in defense, crisis management, and security. We offer a unique academic environment where civilian meets military. We educate civilian and military leaders, experts, and researchers who will analyze and manage today’s and future crisis situations and security issues. The Swedish Defence University trains Sweden's officers and leads the academic development of the officer profession. We conduct research in law with a focus on operational law and international law, defense systems, war science, leadership and management, military history, and political science.

The Research, Education, and Student Department (FUS) is a department within the central university administration tasked with supporting the university's management and core activities by preparing university-wide issues. The department is divided into two sections: education and research support (UF) and the study administration section (SA). We are looking for someone who wants to be part of a workplace that is currently in a dynamic development phase and offers attractive education in the field of defense, crisis management, and security. The Swedish Defence University also conducts current and exciting research with the vision of becoming world-leading; with us, you will enter an environment characterized by innovative ideas and engaged colleagues.

FUS currently consists of just over 20 employees. The department's working methods are characterized by community, openness, and professionalism.

Employment

The position is located at the Operational Support of the Research, Education, and Student Department in Stockholm.

Job Responsibilities

The PhD Education Administrator has an overall responsibility for the university-wide administrative support for the university's doctoral education.

The role is broad, and you will work independently with a range of different and often parallel tasks that range from operational doctoral issues to more strategic matters concerning doctoral education. You are expected to develop routines and working methods to contribute to effective and appropriate operational support in the area.

Your tasks include:

• Supporting subjects during the admission of new doctoral students and ensuring that new doctoral students receive an introduction to the university and the education.
• Being the contact person for questions regarding doctoral education and supporting subjects and their study directors in these matters.
• Responsible for planning and following up on doctoral students, as well as contributing to internal and external follow-ups (annual reports, planning directives, budgets, quality dialogues, doctoral surveys, and educational evaluations).
• Responsible for processing governing documents (identifying the need for new governing documents and drafting proposals for such, following up on existing governing documents and, if necessary, drafting proposals for revisions, etc.).
• Responsible for study administration regarding doctoral students (LADOK, including individual study plans).

As a PhD Education Administrator, you will have many contacts with doctoral students, study directors, and other employees within both operational support and core activities, which requires good prioritization and collaboration skills. Furthermore, you will provide support to the university's pro-rector and dean, who have overall responsibility for the doctoral education area.

Other tasks within the department's area of responsibility may also occur, such as coordinating the Swedish Defence University's work on research ethics.

Who are we looking for?

We are looking for someone who has:

• Relevant university education or equivalent.
• Experience of similar tasks within the higher education sector.
• Good competence in administration and administrative support systems.
• Good ability to communicate and express yourself in both spoken and written Swedish and English.
• Very good experience with the Office suite.

Meritorious is experience in:

• Processing within higher education.
• Administrative support systems such as W3D3 and Agresso.

To fit well in the role, you have a professional demeanor with a high level of service. You also have good communication skills and can clearly convey information and support. The work is versatile, and you should be self-driven and able to switch between different tasks and working methods based on the needs of the organization.

We want you to be a proficient user of the Office suite.

We will place great emphasis on personal qualities.

About the employment

The employment is a permanent position that begins with a six-month probationary period on a full-time basis.

Employment at the Swedish Defence University may involve a security clearance for placement in a security class, which includes background checks and, in some cases, a security interview with the Security Police.

The Swedish Defence University has a war organization, which means that you may be assigned to military service. If you are already assigned to military service in your current position at an authority and your competence is needed in the Swedish Defence University's war organization, negotiations will take place between the relevant authority and the Swedish Defence University regarding where you will be placed.

Start Date

Start date by agreement.

Salary and Benefits

The Swedish Defence University applies individual salary setting. Benefits for employees at the Swedish Defence University - link (https://www.fhs.se/om-forsvarshogskolan/jobba-hos-oss/formaner.html).

Application

The application should include a CV and a cover letter and be submitted via the Swedish Defence University's recruitment system by clicking on the link “Logga in och sök jobbet” on the advertisement page. Mark your application with dnr HFHR 2/2025. Your application must be received by February 2.

The complete application must be received by the Swedish Defence University no later than the last application day at midnight, CET/CEST (Central European Time/Central European Summer Time).

In cases where there is not an even gender balance, the Swedish Defence University may hire the underrepresented gender in the case of equal or nearly equal qualifications among the applicants.

Contact Persons

Further information about the position can be obtained from:

• Department Head, Maria Gustafsson, FUS, [email protected] (mailto:[email protected])
• Deputy Department Head, Anna-Karin Thimgren, FUS, [email protected] (mailto:[email protected])
• Deputy HR Manager, Amanda Beuthan, HR, [email protected] (mailto:[email protected])

For contact with the employee organizations at the Swedish Defence University, email [email protected] (mailto:[email protected]), OFR/[email protected] (mailto:OFR/[email protected]), and OFR/[email protected] (mailto:OFR/[email protected]).

We decline offers of recruitment and advertising assistance due to government procurement regulations.