PhD Coordinator (0.8 – 1.0 FTE)

Introduction

Would you like to contribute to a safe, warm, and well-structured environment for our international PhD community? As a PhD Coordinator, you are the approachable, low-threshold point of contact for PhD candidates, the Graduate School, and the faculty board. You work on both operational tasks (such as progress meetings, onboarding, and process coordination) and tactical/strategic activities (such as identifying trends, advising on improvements, and strengthening collaboration).

In this role, you make a real impact on wellbeing, progress, and communication within our faculty.

Job Description

We are looking for a warm, proactive, and approachable PhD Coordinator to support and strengthen the PhD community within the Department of Chemical Engineering & Chemistry (CE&C). In this role, you serve as a low thresh hold and trusted point of contact for PhD candidates. From the moment a new PhD joins the department, you help guide them through their onboarding, ensure that key documents such as the Training & Supervision Plan are completed on time, and make sure the administrative aspects of their trajectory are well -organized.

As this is a newly established role within our faculty, we are looking for someone who feels confident shaping the position, building its foundations, and finding their own way in setting up effective practices. You enjoy taking initiative, creating structure where needed, and developing the role in a way that best supports our PhD community. You are an independent operator.

Throughout the entire PhD journey, you remain a consistent and reliable presence. You monitor wellbeing and identify challenges early—whether they are practical, organizational, cultural, or personal in nature. By offering a listening ear, sharing advice, or referring someone to the right support, you contribute to preventing delays or dropout and help ensure that PhD candidates feel seen and supported.

A core part of the role involves acting as a bridge between PhD candidates and the wider organization. You help clarify expectations, support smooth communication, and connect colleagues across the Graduate School, student advisers, and PhD coordinators in other faculties. You also contribute to community building by organizing workshops, peer sessions, and informal gatherings that strengthen connection and wellbeing. You can think out of the box.

You maintain an overview of PhD trajectories within CE&C—currently around 130— and use that insight to identify recurring patterns, opportunities for improvement, and areas where clearer processes or better alignment are needed. You share these insights with the faculty board and contribute to enhancing the overall PhD experience at CE&C. Confidentiality and professional judgement are essential in this role: you know when to listen, when to advise, and when escalation is necessary to safeguard wellbeing or progress.

At CE&C, we are committed to a healthy, supportive, and inspiring research environment. As PhD Coordinator, you play a key role in shaping that environment and ensuring that every PhD candidate has the chance to thrive.

Tasks:

• Being a trusted, low threshold contact point for PhD candidates
• Coordinating onboarding and ensuring timely completion of required documents (e.g., TSP in Hora Finita)
• Play an important role in the onboarding of PhD candidates -term, and end-of-trajectory meetings
• Monitoring wellbeing and help prevent delays or dropout
• Offering support on practical, organizational, interpersonal, and personal challenges
• Acting as a bridge between PhD candidates, the Graduate School and other support units
• Organizing workshops, peer support sessions, and community-building activities
• Identifying trends and advising the faculty board on improvements
  
  

Job Requirements

• You have gone through a PhD trajectory yourself – this is a requirement
• At least 5 years of working experience, preferably in a university or research-driven organization
• Affinity with doctoral education and international PhD communities, with sensitivity to cultural differences
• A proactive, solution-oriented mindset and the confidence to take initiative
• Strong communication skills and organizational awareness, able to navigate diverse stakeholders
• High levels of empathy, integrity, and calmness in sensitive or confidential situations
• Accuracy, reliability, and a hands-on approach to structuring processes and maintaining oversight
• Able to work both independently and collaboratively in a diverse academic environment
• Flexible and adaptable when managing varied responsibilities and shifting priorities
• Excellent command of English; Dutch proficiency is a plus
  
  

Conditions of Employment

An exciting position within an international yet personal university. You are right in the middle of the students, on a green campus within walking distance of the central station. Besides beautiful architecture, you will find varied workplaces and excellent sports facilities. We also offer you:

• A temporary contract (1 year) with the possibility of extension.
• A monthly salary of minimum € 3,546 to maximum € 5,538 for full-time employment, depending on your knowledge and experience (scale 10 Collective Labour Agreement for Dutch Universities).
• In addition to vacation pay, a structural end-of-year bonus of 8.3%.
• A favorable arrangement for more holidays or a sabbatical.
• A selection model for additional fringe benefits.
• Working hours in consultation for an optimal work-life balance.
• Scope for your talent with advancement prospects and excellent development opportunities such as mentoring, workshops and coaching.
• Partially paid parental leave and reimbursement for commuting expenses, working from home and the internet.
• A generous employer contribution to the favorable ABP pension plan.
• Unlimited access to the modern on‑campus TU/e Student Sports Center at an exceptionally affordable rate.

Here you can discover even more information about our conditions of employment. Build on your career at TU/e!

About us

We are a leading international university where scientific curiosity meets a hands-on mindset. We work in an open and collaborative way with high-tech industries to tackle complex societal challenges. Our responsible and respectful approach ensures impact — today and in the future. TU/e is home to over 13,000 students and more than 7,000 staff, forming a diverse and vibrant academic community.

The Chemical Engineering and Chemistry (CE&C) department delivers high-quality education and research in chemical engineering and chemistry, aiming to tackle complex societal challenges and advance fundamental science and technological innovation.

Currently, the department is undergoing a transformation. In close collaboration with staff, a new vision has been developed to guide our future:

• Our higher purpose: Chemistry for a better world
• Our core values: Passion, compassion & excellence
• Our bold ambition: To be ranked number 1 in education, research, and societal impact by 2040
• Our key strengths: Innovation and collaboration at a world-class level

Eindhoven University of Technology is a leading international university where scientific curiosity meets a hands-on mindset. We work in an open and collaborative way with high-tech industries to tackle complex societal challenges. Our responsible and respectful approach ensures impact — today and in the future. TU/e is home to over 13,000 students and more than 7,000 staff, forming a diverse and vibrant academic community.  

Our university is located in Brainport Eindhoven — a world‑leading tech region with more than 7,000 high‑tech companies and strong R&D activity. Known for breakthroughs in AI, photonics, semiconductors and advanced manufacturing, Brainport is a place where technology serves people and society. Learn more about the Brainport region here. 

Information

Do you recognize yourself in this profile and would you like to have more information about the position, please contact the hiring manager:  [email protected].

Visit our website for more information about the application process. You can also contact Scott Jacops, HR Advisor, [email protected].

Are you inspired and would like to know more about working at TU/e? Please visit our career page.

Application

If you are interested, please use the ‘apply’ button to send us your CV and letter of application with your motivation and a description of your qualifications. Ensure that you submit all the requested application documents. We give priority to complete applications.

Screening of candidates begins as soon as applications are received and continues until the position is filled. Where applicable, internal candidates will be given priority over external candidates where they are equally suitable.

We look forward to receiving your application!

Please note 

• You can apply online. We will not process applications sent by email and/or post. 
• A pre-employment screening (e.g. knowledge security check) can be part of the selection procedure. For more information on the knowledge security check, please consult the National Knowledge Security Guidelines.
• Important for non-EU applicants: Please be aware that for this position, specific residence permit requirements apply. If you are a non-EU national, you may not be eligible to legally work in this role under current Dutch immigration regulations. We strongly advise you to contact our Staff Immigration Team ([email protected]) before applying to check your eligibility and to receive further guidance.
• Please do not contact us for unsolicited services.