Vacancy: Student Registration and Secretariat Officer

The Institute for European Studies (IES) at the Vrije Universiteit Brussel (VUB) seeks to employ a full-time Student Registration and Secretariat Officer. The IES is an autonomous interdisciplinary institute within the VUB. The IES engages in research, education and training, and organizes a multitude of academic services. Currently, the IES hosts approximately 80 staff (40 full-time equivalents). The working language of the Institute is English.

Function and profile

As Student Registration and Secretariat Officer, you will be responsible for the follow-up of potential student applications, for the registration of students in our postgraduate and Master-after-Master programmes (more in particular our MSc of European Integration) and for the day-to-day secretariat functions of these programmes. This includes the follow-up of enrolments at IES/VUB, assisting in the planning of courses and exams, helping students in fulfilling their administrative obligations vis-à-vis university, facilitating student events, and preparing programme board meetings. The Student Registration and Secretariat Officer will work together with the IES Secretariat in general and with the secretariat of the LL.M. programme more specifically. He/she will cooperate with several members of the IES secretariat (Assistant Executive Director, Marketing and Communications Officer, Events Manager, …) and with other VUB departments (SAC, MARCOM, faculties ES and RC).

Tasks include:

  • Follow-up of the recruitment of students for the Institute’s Advanced Master and Executive Master programmes, summer schools and study abroad programmes: registration of student applications, follow-up of the acceptance track, counselling of students in their study planning;
  • The creation and updating of textual information for students (student handbook, online information on the programmes);
  • In collaboration with colleagues, run the student secretariat
  • See to the quality control of the programme and collect feedback from students;
  • Planning of student-related official events, such as the welcome week, the proclamation and/or the diploma awarding ceremony;
  • Secretariat of the MSc programme Board;
  • Programming of courses / rooms / exams;
  • Administrative support for teaching personnel;
  • Organise the logistics and plan internships for the study abroad programmes;
  • Collect and prepare data and statistics for use in the IES Annual Report, the programme audits or the strategy plans;
  • Other tasks relating to programme coordination, as defined by IES Management.

Essential skills/knowledge

  • A higher education degree (Bachelor level) in secretariat management, communication and/or marketing, or a different social sciences degree at the same level with practical experience in student and/or academic programme follow-up;
  • Excellent level of English and Dutch in speaking and writing;
  • Excellent communication skills;
  • Good ICT skills;
  • Knowledge and/or experience of student enrolment process;
  • A high degree of responsibility, professionalism and the ability to work as part of a team, as well as independently

Desirable Skills/knowledge

  • Assertiveness and social skills;
  • Knowledge and/or experience of Student and/or Public Relations;
  • Knowledge of the university’s enrolment procedures and programmes will be considered an asset;
  • The IES works with MS Office and FileMaker – knowledge of these programmes is desirable.

What we offer:

  • A full-time permanent contract starting as soon as possible
  • A flexible working environment at a modern workplace
  • The chance to be part of a young, dynamic team in an academic setting

Applicants should send their CV, motivation letter, diploma and one letter of recommendation before 31 May 2017 via this web page.

For further inquiries, please contact Anthony ANTOINE, Executive Director, Institute for European Studies, Pleinlaan 2, 1050 Brussel. E-mail: