Providing individualized support to the CEO and managing operations at Atomic Vest. Combining classic EA duties with driving operational efficiencies and supporting travel logistics.
About the role
- Secrétaire managing financial aid for students within the MESR in Lille. Responsible for overseeing administrative tasks and communications in support of student financial aid regulations.
Responsibilities
- Manage the secretariat activities of the Student Financial Aid Office (mail, emails, calendars…)
- Carry out re-allocations in liaison with the DDFIP (Departmental Directorate of Public Finances) and the accounting agency
- Participate in organizing the DSE (Dossier Social Étudiant) communication campaign
- Take part in implementing and preparing attendance verification checks
- Serve as the primary contact for communication with institutions (universities, high schools, schools, etc.) across the Academy that use the SVEN tool for payments and attendance monitoring
- Participate in implementing Internal Financial Control
- Handle the processing of foreign resources
- Participate in the administrative management of the service's human resources (20 staff)
- Provide telephone reception for the secretariat
- Cross-check lists of scholarship recipients between the Regional authority and CROUS
- Supervise provisional schedules for the monthly verification of annual working hours
- Produce daily reports of staff activity statuses for the service
- Produce monthly front-desk reception schedules for managers
- Distribute all administrative documents
- Provide support to staff on HR management in coordination with the head of service
- Update staff administrative files (sick leave, leave, training…) and forward them to HR
- Manage staff schedules and leave in coordination with the head of service and follow up on their administrative files
- Process incoming and outgoing mail
- Participate in organizing the DSE information campaign
- Plan administrative management of communication activities for fairs, forums and Open Days
- Support the Director of Student Life (Directrice de la DVE) in cross-functional tasks and various projects
- Manage emails sent to the shared PAFE mailbox and via the Student Life portal on MesServicesEtudiant.gouv.fr
- Provide telephone reception for the DSE service secretariat
- Perform checks in coordination with the office's coordinating manager
- Complete documents related to checks
- Generate and send student lists to institutions
- Monitor responses from institutions
- Process scholarship suspensions and/or repayment orders
- Respond to acknowledgement receipts sent by students
- Complete and update the spreadsheet of data related to repayment orders
- Draft responses to appeals related to repayment orders
- Compile, file and archive repayment order files
- Manage the mailbox dedicated to French consulates abroad
- Compile and send application files to French consulates abroad
- Record and integrate confidential notes into Olafe, then validate the scholarship file
- Monitor the digitalization/dematerialization process
- Scan files or documents received by the CROUS and upload them into Olafe
- Scan social reports from the social services and forward them to managers' shared mailboxes
- Process RIB (bank account details) rejections and send new RIBs to the DDFIP to resume scholarship payments
- Manage office supplies inventory and prepare orders
- Participate in and staff booths for external events (Open Days, Student Fairs)
- Assist managers with processing straightforward DSE cases.
Requirements
- Technical mastery of the field
- Knowledge of the professional environment and ability to situate oneself within it
- Regulatory knowledge of the field and rigorous application of higher education scholarship regulations
- Strong written and oral communication skills
- Ability to share information, transfer knowledge and report
- Sense of responsibility; strong work ethic
- Ability to implement procedures and rules
- Commitment to public service and professional integrity
- Ability to respect the collective organization of work and to provide mutual support within the team
- Rigor and efficiency (reliability and quality of work, respect of deadlines, standards and procedures, organizational skills, methodical approach, attention to quality of service)
- Autonomy, analytical ability, good judgment and initiative within the scope of responsibilities
- Comfortable use of IT tools: proficient in Word, Excel, OneDrive, SharePoint
- Ability to perform duties primarily on computer (management and digitalization of files)
- Adaptability and team-working skills
- Interpersonal skills (with the public and within the professional environment), including self-control
Benefits
- 51 days of leave
- 75% public transport reimbursement
- Complementary health insurance (mutuelle)
- Position eligible for telework (2 days/week) after 6 months' service
Job title
Job type
Experience level
Salary
Degree requirement
No Education Requirement
Tech skills
Location requirements
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