Project Coordinator

→ Apply before 30/10/2026 (DD/MM/YYYY) 23:59 (Brussels Time)
→ Department: LW21 - Talen en Culturen
→ Occupancy rate:20%
→ Number of positions: 1
→ Type of employment: Contract of unlimited duration
→ Term of assignment:
→ Wage scale: WM1 to WM4 (master degree)
→ Required diploma:Master

ABOUT GHENT UNIVERSITY

Ghent University is a world of its own. Employing more than 15,000 people, it is actively involved in education and research, management and administration, as well as technical and social service provision on a daily basis. It is one of the largest, most exciting employers in the area and offers great career opportunities. With its 11 faculties and more than 80 departments offering state-of-the-art study programmes grounded in research in a wide range of academic fields, Ghent University is a logical choice for its staff and students.

Administrative Assistant (20%) – ERC Project “HAIR”

The Department of Languages and Cultures at Ghent University invites internal candidates to apply for a part-time (20%) Administrative Assistant position within the ERC-funded research project:

“HAIR – Hair, Identity, Beauty, and the Self in Muslim Contexts: Emotional Landscapes and Changing Femininities Beyond the Veil”

(Principal Investigator: Prof. Dr. Lisa Maria Franke, Department of Languages and Cultures, Faculty of Arts and Philosphy, Ghent University)

Position Description

This position supports the administrative and organisational coordination of a major ERC research project. The assistant will work closely with the Principal Investigator and research team to ensure the smooth day-to-day running of the project. Given the long-term nature of the project, the role requires continuity and reliability in combination with strong organisational skills.

Work Schedule

The position corresponds to approximately one working day per week (20%). The exact working schedule can be arranged in consultation with the Principal Investigator. A regular, predictable presence (e.g. a fixed day per week) is preferred to ensure continuity in project coordination, though some flexibility can be accommodated depending on project needs (e.g. during events or deadlines).

YOUR TASKS

Project Administration & Coordination

• Provide administrative support to the ERC project and the PI
• Monitor timelines, milestones, and reporting obligations
• Liaise with UGent administrative services (HR, Finance, Research Support Office)
• Assist with budget follow-up and financial administration

Meetings & Event Organisation

• Organise internal meetings, workshops and conferences
• Coordinate logistics (scheduling, travel, accommodation, catering)
• Support the organisation of international academic events

Recruitment & HR Support

• Assist in the preparation and coordination of recruitment procedures
• Support onboarding processes for project staff (PhDs, postdocs)

Communication & Documentation

• Maintain structured project documentation and archives
• Support internal communication within the research team
• Assist with website updates and basic dissemination tasks

WHAT WE ARE LOOKING FOR

• You hold at least a Master’s degree
• You have experience in administrative or project support (preferably in a research context)
• You are highly organised, detail-oriented, and able to work independently
• You are able to manage tasks efficiently within a part-time schedule
• You have strong communication skills in English (Dutch is an asset)

Assets

• Experience with ERC or EU-funded projects
• Experience in organising academic events
• Familiarity with UGent administrative procedures

WHAT WE CAN OFFER YOU

• We offer you a contract of indefinite duration.
• Your contract will start on 01.12.2026 at the earliest.
• A part-time (20%) position within a prestigious ERC-funded project
• A flexible role compatible with existing duties within the university
• A dynamic and international research environment
• Close collaboration with an interdisciplinary research team
• Your remuneration will be determined by salary scale WM1 to WM4. Click here for more information about our salary scales.
• All Ghent University staff members enjoy a number of benefits, such as a wide range of training and education opportunities, 36 days of holiday leave (on an annual basis for a full-time job) supplemented by annual fixed bridge days, a bicycle allowance and eco vouchers. Click here for a complete overview of all the staff benefits.

INTERESTED?

Apply online through the e-recruitment system before the application deadline (see above). We do not accept late applications or applications that are not submitted through the online system.

Your application must include the following documents:

• In the field ‘CV’: your CV and a transcript of your academic record (merged into one pdf file)
• In the field ‘Cover letter’: your application letter in pdf format
• In the field ‘Diploma’: a transcript of the required degree (if already in your possession). If you have a foreign diploma in a language other than our national languages (Dutch, French or German) or English, please add a translation in one of the mentioned languages.
• In the field “other documents”: a reference letter, an overview of your study results, …

Note that the maximum file size for each field is 10 MB.

As Ghent University maintains an equal opportunities and diversity policy, everyone is encouraged to apply for this position.

MORE INFORMATION

For more information about this vacancy, please contact Prof. Lisa Franke ([email protected]). Important: do NOT send your application by email, but apply online.

Do you have a question regarding the online application process? Please read the FAQ or contact us via [email protected].