Coordinator, Academic Affairs

by:  Aalto University

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Aalto University is a community of bold thinkers where science and art meet technology and business. We are committed to identifying and solving grand societal challenges and building an innovative future. Aalto University has six schools with nearly 11 000 students and nearly 400 professors. Our campus is located in Espoo, Finland.

Aalto University Department of Applied Physics is now looking for a

Coordinator, Academic Affairs (fixed-term maternity leave position from May 1, 2021 to June 30, 2022)

The Department of Applied Physics ( is one of the biggest departments of Aalto University with more than 300 employees. Our research focuses on materials physics, quantum technology, soft and living matter, with topics extending from fundamental research to important applications, and on advanced energy solutions.

The department hosts and coordinates the Academy of Finland Centre of Excellence Quantum Technology Finland (2018–2025). The department is the main user and active developer of the national OtaNano research infrastructure, that provides state-of-the-art working environment and equipment for nanoscience and -technology, and quantum technologies research in Finland.

Most importantly, the department educates future generations of research and development professionals, and data specialists, technology experts, inventors, and scientists for industry and society.


The person we are looking for would work in a team of two other academic coordinators to coordinate and manage research at the department, especially focusing on research in condensed matter physics, materials science and quantum technology. The person would work in close collaboration with the department leadership, focusing especially on

  • Coordinating the academic activities related to research in condensed matter physics, materials science and quantum technology at the department
  • Working with project controllers, HR staff, and other support staff to implement projects and support research personnel
  • Preparing content for strategic planning materials, development, and reports in conjunction with professors working in the research in condensed matter physics, materials science and quantum technology as well as department leadership
  • Working with Research and Innovation Services and Communication Services at Aalto University School of Science to assist researchers with grant writing (for Academy of Finland, ERC, etc.), reports, and public dissemination of research findings.
  • Organizing events (workshops, board meetings, invited speakers) for the Department of Applied Physics as needed and at the request of the department leadership. For instance, assisting and participating in organizing an international conference taking place abroad in September 2021 (online or as hybrid meeting)
  • Participating in and organizing various committees at the Department and at the School of Science
  • Fulfilling various communication tasks such as producing and updating web content and newsletters, producing graphics

As a successful candidate for this position, you should have:

  • PhD degree (in technology or natural sciences); for instance in physics, materials science or chemistry.
  • Very good command of English speaking, writing; knowledge of Finnish an asset
  • Confidence in facilitating academic leaders, researchers and PhD students to implement research projects, particularly in project management
  • Previous experience in writing grant applications, reports and research coordination is considered an asset
  • Good collaboration skills, independent and self-directed approach are valued.


Aalto University follows the salary system of the Finnish universities, but applicants can also provide their own requests. The position will be located at the Aalto University Otaniemi Campus.

For more Information

For additional information, please contact the Head of the Department, Professor Robin Ras, tel. +358 50 43 26 633, or in recruitment process related questions HR-coordinator Stefan Ehrstedt, tel. +358 50 340 7662. E-mails:


Please send your application as one single PDF file in English at your earliest convenience but by Feb 28, 2021 at the latest in the Saima recruitment system ('Apply for this job' link at the bottom of the page). To apply for the position, please submit your application in one single PDF file including:

  • Letter of motivation (max. one A4)
  • CV (max. two A4s)
  • Contact details of at least two references (do not include reference letters in the application)
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