Administrative Assistant - Phononic and Photonic Nanostructures Group


The mission of the Catalan Institute of Nanoscience and Nanotechnology (ICN2) is to achieve the highest level of scientific and technological excellence in Nanoscience and Nanotechnology. Its research lines focus on the newly-discovered physical and chemical properties that arise from the behavior of matter at the nanoscale. ICN2 has been awarded with the Severo Ochoa Center of Excellence distinction for two consecutive periods (2014-2018 and 2018-2022). ICN2 comprises 19 Research Groups, 7 Technical Development and Support Units and Facilities, and 2 Research Platforms, covering different areas of nanoscience and nanotechnology.

Job Title: Administrative Assistant

Research area or group: Phononic and Photonic Nanostructures Group

Description of Group/Project:

The Phononic and Photonic Nanostructures Group carries out research in topological matter, phonon confinement, optomechanics, nanoscale heat transport and phononic crystals in semiconductor, organic and oxide nanostructures, nanofabrication and nanometrology.

Main Tasks and responsibilities:

Provide administrative support to the Group Leader, the senior and junior research staff and visiting scientists and students by supporting the needs of the groups and, where necessary, liaising with the administrative departments of ICN2:

Support to the Group Leader: especially for, but not exclusively, business travel, agenda, preparation of administrative forms, update of data bases, tasks related to professional and institutional membership of learned societies and research networks.

Monitor contractual research commitments of the national and international projects of the group, updating timetable of scientific and financial reporting with due anticipation.

Monitoring purchasing orders and tracking cost of the Group in SAP, managing procurements, transactions and finances.

Keeping track of travel order forms and checking expenses forms of group members.

            Organization of and documentation of periodic group and senior staff meetings.

Undertake the administration of PhD student enquiries, applications, follow procedures towards admission according to ICN2, Severo Ochoa project, BIST and or UAB procedures and reporting, ensuring the timely reporting. Arrangements for PhD examinations.

            Control trips, absences and holidays of Group Members.

Provide support to new group members (temporary accommodation, national documentation) as well as to guest researchers (travel, accommodation, reimbursements).

Compile information for periodic reporting (ICN2 Scientific Advisory, SO, Scientific and Industrial Boards, ICREA)


  • Education

University degree

  • Knowledge and professional experience

Minimum 1 year in similar position

Good written and oral communication skills in English and Spanish are required.

Knowledge of similar environment (academic, research, universities...)

Advanced knowledge of the MS office pack.

  • Competences

Excellent facilitating, organisational and communication skills, ability to work with highly qualified professionals of international backgrounds.

Summary of conditions:

  • Full time work (37,5h/week)
  • Contract Length: Temporary (1 month renewable)
  • Salary will depend on qualifications and demonstrated experience.
  • Support to the relocation issues.
  • Life Insurance.

Estimated Incorporation date: as soon as possible

How to apply:

All applications must be made via the ICN2 website and include the following:

  1. A cover letter.
  2. A full CV including contact details.
  3. 2 Reference letters or referee contacts.

Applications will be continuously reviewed. Shortlisted candidates will be invited for interview.

Equal opportunities:

ICN2 is an equal opportunity employer committed to diversity and inclusion of people with disabilities.

ICN2 is following the procedure for contract of people with disabilities according with article 59 of the Royal Decree 1/2015, of 30 of October.