Vacant job

The Property Department is a division within the university administration with overall responsibility for the university's premises and housing, and acts as the university's counterpart to external landlords. Approximately 90 people work at the Property Department. The division's areas of responsibility include housing and premises supply, physical work environment, and service functions such as cleaning, exam service, service center, security, etc. Exam Service is part of the Service Section at the Property Department and is responsible for Stockholm University's centrally coordinated hall examinations. In 2025, we coordinated and conducted approximately 2,500 exams – corresponding to over 140,000 examinations – on behalf of 34 departments. We are 18 employees, and the operations are characterized by high demands for coordination, quality, and legal certainty.

More information about us can be found at: Property Department (#).

Job Description

As a Staffing Coordinator, you will become part of the Exam Service staffing team. The team consists of a staffing planner and two staffing coordinators. In close collaboration with your colleagues, you will work operationally to prepare, coordinate, and follow up on the staffing of the university's exam invigilators. The task is to ensure that the right number of invigilators are present and have the right conditions for each exam occasion.

The role is operational and involves driving the ongoing work forward by securing staffing, scheduling shifts, following up on details, and handling changes prior to each exam occasion. When the right people are in place, the details are correct, and acute crises are few, the work functions as intended. When changes can also be handled without affecting operations, you have succeeded well in the role.

The work takes place within clear frameworks but requires you to prioritize, make decisions, and find solutions when conditions change. Staffing is directly linked to whether exams can be conducted in a legally secure manner. In short: without exam invigilators – no exams.

Your main tasks include:

Staffing and Follow-up

• pre-book exam invigilators for upcoming exam occasions
• schedule exam invigilators' shifts as exam occasions approach
• handle changes in staffing, for example, in cases of sick leave or late cancellations

Coordination

• maintain ongoing contact with exam invigilators and provide support regarding shifts and employment
• collaborate with colleagues working with writing spaces, support for registered students, and exam execution
• contribute to the introduction and training of exam invigilators as well as the development of staffing work

Administration

• handle and follow up on administrative tasks related to staffing, scheduling, and time reporting.

Qualifications

We are looking for someone who has:

• relevant education in areas such as personnel, working life, organization, HR, or administration
• interest in operational administration, staffing, logistics, and planning
• good ability to work structured, meticulous, and enduringly with several parallel tasks
• the courage to ask questions, propose improvements, and speak up when something does not seem to be working
• very good knowledge of Swedish in both speech and writing.

It is meritorious if you have:

• experience from universities, higher education, public sector, or other rule-based environments
• experience in scheduling, staffing, recruitment, introduction, or personnel-related administration
• good knowledge of English.

We value that you:

• are solution-oriented and can make decisions in ongoing work
• can maintain calm when conditions change
• enjoy creating order, keeping several parallel tasks together, and making administrative flows work
• thrive with many contact surfaces and close collaboration with others.

The role suits you if you thrive in operational administrative work where structure, meticulousness, and execution power are crucial. You can be at the beginning of your career or have a few years of experience. If you enjoy planning, solving problems, and getting many administrative parts to fall into place, we believe you will enjoy working with us. Great emphasis will be placed on personal suitability.

About the Employment

The employment is permanent on a full-time basis with a six-month probation period.

Stockholm University applies individual salary setting. Start date by agreement.

What We Offer

As part of Exam Service and the Property Department, you will have a job with clear responsibility in an operational flow. Here, your meticulousness, structure, and ability to get things done make a concrete difference every day. You will become part of a knowledgeable team where collaboration, respect, and joint problem-solving are important parts of daily life. The work is intensive at times, but we actively work for sustainable working methods and a reasonable balance over time.

With us, you get the dynamics of the interaction between higher education and research that makes Stockholm University a stimulating and creative environment. You work in an international environment and receive favorable conditions. The university is located in the National Urban Park with good connections to the city center.

Stockholm University strives to be a workplace free from discrimination and to provide equal rights and opportunities for all.

Contact

Further information is provided by Exam Manager Jerry Lindblom, [email protected] (mailto:[email protected]). Please note that responses may be delayed during the summer period.

Application

In this recruitment, we ask you not to attach a cover letter. Instead, you will answer a number of selection questions in connection with your application.

You apply for the position via Stockholm University's recruitment system. As an applicant, you are responsible for ensuring the application is complete and available to the university no later than the last application date.

Instructions for applicants can be found on the webpage: how to apply for a position (#).

Stockholm University contributes to the development of a sustainable democratic society through knowledge, enlightenment, and truth-seeking.