Administrative Recruitment Coordinator (for PhD & interns) 

What you will do

Are you an administrative ninja that gets energy from handling multiple administrative processes at the same time? Do you enjoy being at the heart of recruitment operations—without conducting interviews yourself? If you love organizing, coordinating, and ensuring everything is in its right place, this role is for you!

As our Administrative Recruitment Coordinator, you’ll play a key role in managing the end-to-end recruitment process for PhD candidates and interns at imec. You’ll be the go-to person behind the scenes, ensuring a seamless experience for candidates and internal stakeholders.

More specifically as an Administrative Recruitment Coordinator for our future PhD students:

• You are in close contact with the PhD Director and the imec research community to gather the open PhD research topics. 
• You make sure all topics are published on multiple online job platforms and encourage the community to spread the word in their network.
• Applications are thoroughly screened by you: did the applicant submit a complete application file? Your all-seeing eye spots missing or wrong information and informs the applicant timely.
• Once the application period closes, you send the applications to the imec PhD Committee. Your administrative screening is now done, their academic screening of the files starts.
• You are the first point of contact for all questions related to PhD recruitment: you inform candidates about their application status, inform the imec community about the candidates that should be interviewed, provide interview guidelines and deadlines,...
• Lots of topics and lots of candidates: you make sure everything is registered correctly in our e-recruiting system. 
• We’ve found our top candidates, hooray! You send out the job offers and initiate the onboarding of our new PhD researchers. You work closely with other imec teams that will take care of the legal part as well as the onboarding at the universities’ side.

Next to the PhD recruitment support, you also assist in the hiring process of our future interns, gathering and posting all internship opportunities at imec. You are also the main point of contact for questions related to internships from candidates and business and you make sure that all information remains updated.

What we do for you

We offer you the opportunity to join one of the world’s premier research centers in nanotechnology at its headquarters in Leuven, Belgium. With your talent, passion and expertise, you’ll become part of a team that makes the impossible possible. Together, we shape the technology that will determine the society of tomorrow.

We are committed to being an inclusive employer and proud of our open, multicultural, and informal working environment with ample possibilities to take initiative and show responsibility. We commit to supporting and guiding you in this process; not only with words but also with tangible actions. Through imec.academy, 'our corporate university', we actively invest in your development to further your technical and personal growth. 

We are aware that your valuable contribution makes imec a top player in its field. Your energy and commitment are therefore appreciated by means of a market appropriate salary with many fringe benefits. 

Who you are

• You hold a bachelor’s degree in Office Management or equivalent, with at first experience in an administrative focused job. 
• You’re passionate about HR administration and love keeping things organized. You like to support administrative processes from A to Z while keeping an eye on details.
• You’re proactive, accurate, and customer-focused—with a knack for prioritizing. 
• You’re stress-resilient and have a can-do mentality. This role requires a certain level of independence, but you’ll also be working closely with other HR teams.
• You’re tech-savvy with Office 365 and a first experience working in an ATS (Applicant Tracking System).
• You communicate clearly in English (Dutch is a plus), as you’ll be providing guidelines and information to a large audience (internally and externally)

IMEC and its affiliates will not accept unsolicited resumes from any source other than directly from a candidate. IMEC will consider unsolicited referrals and/or resumes submitted by vendors such as search firms, staffing agencies, professional recruiters, fee-based referral services and recruiting agencies (hereafter “Agency”) to have been referred by the Agency free of charge. IMEC will not pay a fee to any Agency that does not have a prior written agreement with IMEC, validated by its HR department, in place regarding a specific job opening and allowing to submit resumes.