Operations Support Specialist

Overview The University Hospital Vall d\'Hebron is highly specialized in rare diseases. The scientific direction of the European Reference Network ERN-EuroBloodNet, dedicated to Rare Hematological Diseases (RHD), is led by Dr Mar Mañú Pereira, head of the Rare Anemia Disorders research lab at the Vall d\'Hebron Research Institute.

In line with the Health data strategy at the European level, our team is coordinating several projects on European patients\' registries for rare hematological diseases : we are collecting patients\' data from all over Europe to provide enough evidence for shaping European health policies and to enable researchers to access standardized, comparable data, ultimately aiming at providing better care to patients affected by RHDs. In the context of the upcoming European Health Data Space (EHDS), which will regulate the Sharing of health data in Europe, these projects are of strategic interest.

In this context, we are looking for a responsible Operations Support Specialist to join our Operations Team. The Operations Support Specialist\'s duties will include, provide support in monitoring project budgets, including eligibility checks, financial assessment, and forecasting, processing and tracking all invoices (expenses and income), collect the necessary documentation for proper justification of expenses related to multiple projects, and providing support to managers and employees (e.g., organizing agendas and meetings, making travel arrangements, assisting with expense reimbursements, liaising with external providers).

Education and qualifications Required :

Bachelor\'s degree, preferably in Business and / or Accounting

Fluency in English (business level)

Desired :

Project Management Certification : PMP, PRINCE2, or similar certification is a plus.

Fluency in Spanish (business level)

Experience and knowledge : Required :

At least 1 year of experience as Operations Support Specialist or equivalent roles performing the described tasks

Proficiency in Excel

Ability to multi-task and prioritize the work

Strong time management skills

Excellent written and verbal communication skills

Desired :

Experience in the management of European Health Projects, with special emphasis on Horizon Europe and EU4Health

Previous experience in health / biomedical research environment

Main responsibilities and duties :

Provide support in monitoring project budgets, including eligibility checks, financial assessment, and forecasting

Maintain up-to-date financial and operational tracking documents

Processing and tracking all invoices (expenses and income)

Collect the necessary documentation for proper justification of expenses related to multiple projects

In charge of processing expense reimbursements

Organize agendas, coordinate meetings, and manage calendars for teams or managers

Arrange business travel, including flights, accommodation, and transportation

Liaise with external providers and suppliers to ensure timely delivery of services or products

Provide support in event organization by assisting with planning, logistics, vendor coordination, and on-site management

Assist with human resources tasks, such as completing documentation for new hires and onboarding processes

Provide additional support to the team on an ad-hoc basis for clerical tasks.

Labour conditions Full-time position : 40h / week.

Starting date : immediate.

Gross annual salary : Remuneration will depend on experience and skills. Salary ranges are consistent with our Collective Agreement pay scale.

Contract : Technical and scientific activities contract linked to the project activities.

What can we offer? Incorporation to Vall d\'Hebron Research Institute (VHIR), a public sector institution that promotes and develops the biomedical research, innovation and teaching at Vall d\'Hebron University Hospital (HUVH), the biggest hospital of Barcelona and the largest of Catalan Institute of Health (ICS).

A scientific environment of excellence, highly dynamic, where high-end biomedical projects are continuously developed.

Continuous learning and a wide range of responsibilities within a stimulating work environment.

Individual training opportunities.

Flexible working hours.

23 days of holidays + 9 personal days.

Flexible Remuneration Program (including dining checks, health insurance, transportation and more)

Corporate Benefits : platform through which you can obtain significant discounts on travel, culture, technology, gastronomy, sports... among many others.

Healthy Offering : choose from a variety of wellbeing focused activities to be the healthiest you.

Deadline to apply :

Location and working arrangement : Hybrid remote work in Barcelona, Spain 08035

Preguntas para la solicitud :

Do you have a Bachelor\'s degree (preferably in Business and / or Accounting)?

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