Vacant job

Malmö University is an innovative, urban, and international institution that, thanks to engaged and experienced staff, contributes to societal development. Here, teachers, researchers, and other staff with various competencies work together to conduct high-quality education and research. All professions and roles are important. You are welcome to apply for a job with us!

Here you can read more about what it is like to work at Malmö University: Work with us (https://www.mau.se/jobba-hos-oss)

We are looking for a full-time administrator. You will be organized under the Joint Operational Support and placed at the office of the Faculty of Technology and Society, with your workplace at Niagara. The Faculty of Technology and Society includes the Department of Computer Science and Media Technology and the Department of Materials Science and Applied Mathematics. The environment is international, with teachers, researchers, and students from over 25 different nationalities. The position involves administration and support for the faculty's management and departments.

Content and Responsibilities

As an administrator, your main role will be to work with orders for IT equipment, office products, and other common orders such as booking refreshments and assisting with bookings for the faculty's internal days. If necessary, you will receive and distribute deliveries. The role also includes being part of the university's onboarding process for new hires, which involves ordering staff accounts and sending welcome letters. You will also handle support cases that come into the faculty's functional email. The tasks also include reviewing invoices, administering common email lists, and distributing incoming mail. You will also update, if necessary, all room signs at the departments and the office.

In addition to the above administrative tasks, you will also coordinate the dean's decision meetings that occur once a week. You will compile the agenda, call to the decision meeting, and be responsible for ensuring that the dean's decisions are signed. You will also provide support for the faculty's disputations and licentiate seminars, which includes preparing according to the faculty's routines and being available as needed.

Administration in other areas may also be included.

The role of administrator requires you to collaborate with many colleagues in a complex environment. Your role is an important resource for creating the conditions to work systematically with various administrative processes.

Qualifications

You should have education that the employer deems relevant and experience working with administration in a complex environment, preferably at a faculty or department. You have experience working with procurement processes and knowledge of applicable regulations. It is an advantage if you have worked on developing administrative flows and processes.

The faculty office supports the departments and collaborates with the joint operational support at the university level. This places high demands on your ability to collaborate and your service orientation. At the same time, you need to be proactive and constructive and want to develop internal work processes with the goal of maintaining a high level of service.

Since the work involves many different parts, you need to be organized and have a systematic approach. You have the ability to switch between tasks and can independently plan your work. You have a problem-solving attitude. The role also requires that you have a good understanding of the university as an authority and have a good ability to interpret and apply regulations within your area of expertise.

We work daily in a variety of data systems, and you need to have developed system understanding and be comfortable learning new digital tools. You are used to working in different systems such as Proceedo. The university is an international environment, and the work requires that you have very good knowledge of English and Swedish in both spoken and written forms. We place great emphasis on personal suitability. We will make a comprehensive assessment and hire the person who has the best conditions to perform and develop the tasks described above.

Workplace

The office of the Faculty of Technology and Society

Inquiries

Administrative manager at the TS office, Cecilia Ihse, [email protected] (mailto:[email protected])
HR specialist, Christina Magnusson, [email protected] (mailto:[email protected])

In preparation for the recruitment process, Malmö University has made decisions regarding recruitment channels and marketing. Therefore, we kindly decline all offers of advertising and recruitment assistance in connection with this advertisement.

Application

You apply for the position via Malmö University's recruitment system by clicking the "Apply" button. You, as the applicant, are responsible for ensuring that the application is complete according to the instructions below and that it is received by the university no later than 2026-03-05. Your application should be written in Swedish, English, or one of the Nordic languages. You, as the applicant, are responsible for translating your application and its attachments.

The application must include:

• Curriculum vitae
• Relevant diplomas and certificates
• A brief account of a maximum of 1 page where you describe your experience, background, and competence related to the position applied for and how this makes you the most suitable candidate

Other

The position is a permanent employment at 100%, and a probationary period may be applied.

Malmö University is a workplace and an institution that strives to have an open and inclusive approach, where equality and equal conditions add value to our operations.

Malmö University applies individual salary setting.

Interviews are planned to be held in week 11.

Start Date

By agreement.

Union Representatives

SACO: [email protected] (mailto:[email protected])
SEKO: [email protected] (mailto:[email protected])
OFR: [email protected] (mailto:[email protected])

Welcome with your application!