Faculty Resources & Office Administrator

Contract Type:  Open-ended

Lausanne, CH

About IMD


The Institute for Management Development (IMD) is an independent academic institution with Swiss roots and global reach, founded more than 75 years ago by business leaders for business leaders. Since its creation, IMD has been a pioneering force in developing leaders who transform organizations and contribute to society.
Based in Lausanne (Switzerland) and Singapore, IMD has been ranked in the Top 3 of the annual FT’s Executive Education Global Ranking for the last nine consecutive years and in the top five for 17 consecutive years. Our MBA and EMBA programs have repeatedly been singled out among the best in Europe and the world.  
We believe that this consistency at the forefront of our industry is grounded in IMD’s unique approach to creating “Real Learning. Real Impact”. Led by an expert and diverse faculty, we strive to be the trusted learning partner of choice for ambitious individuals and organizations worldwide. Our purpose is “Challenging what is and inspiring what could be, we develop leaders who transform organizations and contribute to society.”


To reinforce our team, we are looking for a

Faculty Resources & Office Administrator



The Job's Mission

IMD Faculty Office is seeking to recruit a highly motivated and innovative administrator to lead and execute the administrative activities pertaining to the entire life-cycle of faculty members; from recruitment, onboarding, annual reviews to retirement. He/she will report to the Director, Faculty and Research and will work closely with Dean of Faculty, Faculty members, President’s Office team, HR team, Communications Team, Operations team etc. in order to provide high quality administrative and operational support. 
Flexibility, efficiency and excellent oral and written communication skills are essential for this position. The successful candidate will also need to be an excellent organiser with the ability to work under pressure and meet tight deadlines. 



Key activities & accountabilities


Faculty recruitment support activities
•    Take on the formal role of secretary of the Faculty Recruitment Committee (schedule meetings, take minutes, prepare files etc.)
•    Provide recruitment support including publication of vacancies, logistical coordination, pre-screening of candidates, interview scheduling, organizing assessments and reference checks
•    Prepare/send negative responses to candidates
•    Organise prospective Faculty candidates’ visits (schedule interviews, travel and hotel arrangements etc.)
•    Collect feedback on candidates
•    Manage data on Faculty recruitment and prepare presentations as required

On-boarding of newly hired Faculty
•    Coordinate the relocation of new faculty to IMD 
•    Manage relocation agency to ensure continued service quality regarding relocation (apartment search, insurances, schools, tax support, etc)
•    Support the integration of the new faculty at IMD (office, accounts etc.) 
•    Organize induction programs for the new faculty 
•    Be the point of contact for Faculty members


Faculty employment life-cycle administration
•    Ensure personnel files and SuccessFactors are complete and up to date at all times
•    Maintain Faculty-related information up-to-date (on the webpages/biographies), in the internal systems/databases, etc.
•    Prepare contract, addendums and general administrative support related to employment, changes and departure of Faculty
•    Collaborate with HR for registration for payroll, social security and tax
•    Prepare the files and facilitate the annual faculty review meetings 
•    Produce routine Management information reports, and check/update information in conjunction with other teams (HR, Legal, Communications etc.) 


Faculty Personnel Committee related activities
•    Take on the role of secretary of the Faculty Personnel Committee (coordinate the election of new members and initiate the process for modification of Faculty Policies)
•    Organize and facilitate the Faculty contract renewal and review processes 



Formula for success


Relevant bachelor degree or equivalent (CFC, Ecole de Commerce, etc.)


•    Minimum 5 years’ experience in administrative support to internal and external stakeholders  
•    Experience in HR administration, recruitment, relocation a definite plus


•    Fluent in English and French 
•    Computer literate (MS Office) 
•    Proven organizational and administration skills 
•    Ability to handle multiple priorities in an independent manner 
•    Excellent communication skills, customer-focused and diplomatic 
•    High levels of accuracy and attention to detail
•    Discreet and proactive attitude 
•    General knowledge of Swiss labour law and social insurance legislation is a plus


How to apply


If you have the above skills and would like to work in our stimulating environment, please send your complete application file (letter of motivation and resume in English, copies of your work certificates and diplomas). 

If you’re a qualified candidate with a disability (such as dyslexia, sight and/or hearing disabilities, etc) and you need a reasonable accommodation in order to apply for this position, please specify it in your application. 

A valid Swiss work permit or Swiss or EU-25EFTA citizenship is required for this position.