European Astronaut Centre Health Care Administration and Internship Coordinator
The ESA Space Medicine Team is responsible for the medical care of ESA's astronaut corps through a broad network of expertise and space physiology and space environments based at the European Astronaut Centre. EAC integrates into its mission the mandate to disseminate and increase the outreach towards furthering education. KBR is looking for a well-organized individual with experience in medical coordination or administration who has the motivation to support interns in making their time at EAC a positive experience. The detailed job description of each role is outlined below:
Essential Skills/Experience Required for BOTH roles

• Previous experience working in student recruitment, medical administration, medical coordination, or secretarial role.
• Knowledge of medical administration processes.
• Previous experience using electronic medical records or the requisite IT knowledge to facilitate learning how to use them.
• Previous experience using Microsoft Office applications.
• Experience of managing medically confidential data.
• Ability to adhere to company policies and procedures.
• Excellent organizational skills and ability to manage a variety of stakeholders in a timely and professional manner.
• A good understanding of medical terminology, aerospace medicine, space medicine operations, space and life science experiments and ESA’s organization are all positive assets but not an essential pre-requisite.
• Fluent in the English language; fluency in a second language of a European country is considered an asset.
• Ability to work in both an autonomous and team role efficiently and effectively.
• Citizenship of a European country supporting the European Space Agency; or Canada (an ESA-associate member) is essential.
• Self-certification to be eligible to receive exports without restriction under ITAR/EAR. For example, this means that you were not born in, have had, or currently hold nationality to a country listed in contravention of the restrictions in Section 126.1 of the ITAR and the EAR part 746 and 774.
• https://www.ecfr.gov/current/title-22/chapter-I/subchapter-M/part-126/section-126.1
• https://www.bis.gov/ear/title-15/subtitle-b/chapter-vii/subchapter-c/part-746/ss-7461-introduction
• https://www.bis.gov/ear/title-15/subtitle-b/chapter-vii/subchapter-c/part-774/supplement-no-1-part-774-commerce-control
• At least a B2 level (or equivalent) of the German language.
• At least a B2 level of the English language.
• Work location is the European Astronaut Centre in Cologne, Germany. A hybrid structure involving home office and on-site work can be offered.

Health Care Administration Support (HCA) (50% of work time)
The Health Care Administrator (HCA) Support will aid the HCA Lead with its responsibilities for the coordination and administration of medical appointments and health related activities for all members of the ESA Astronaut Corps. This role involves working closely with a range of stakeholders within the Space Medicine Team (SMT) at EAC including flight surgeons, exercise specialists and allied health professionals; as well as with colleagues in the astronaut training and crew support divisions; and external specialists. The HCA Support is responsible for ensuring all test results or reports are received within an appropriate timescale, that the relevant team member is notified of the test results, and that the results or reports are archived into the appropriate electronic medical record. Maintaining documentation of HCA processes and protocols is also an important part of the HCA’s role.
The successful candidate will need to be a good team player who is able to use their initiative and prioritise their workload to ensure tasks are completed in a timely manner. Also, the successful candidate will be enthusiastic, self-motivated and enjoy working within a multidisciplinary and busy environment.
The successful candidate will have experience in medical administration and/or will have held a medical clerical role previously. As planning and coordinating is the key objective of this role, applicants may also come from medical coordination roles.
Applicants should be a citizen of a European country supporting the European Space Agency; or Canada (an ESA-associate member) without restrictions to EAR/ITAR exports and be fluent in English (written and spoken).
HCA Detailed Job Description and Responsibilities

• Arrange all medical examinations and other tests as required throughout all phases of an astronaut’s career, including annual medical examinations and pre-flight and post-flight medical examinations in line with flight surgeon expectations and to agreed timescales.
• Be responsible for the receipt of all examination/test results (including in-flight), and bringing them to the attention of the flight surgeon and/or other appropriate members of the SMT.
• Ensure all examination/test results are archived to the astronaut medical database within agreed timeframes.
• Ensure all astronaut medical records are well organized and labelled accurately.
• Keep up to date and maintain working awareness of a range of operational documentation, processes and protocols relevant to the role.
• Work closely with technical colleagues to ensure all medical scheduling is in alignment with broader astronaut training and other activities relating to missions (including pre-, in-, and post-flight).
• Provide status reports as required and to whom required.
• Maintain strong relationships with both internal and external stakeholders worldwide to facilitate effective collaborative working.

European Astronaut Centre Internship Coordinator (EIC) (50% of work time)
The European Astronaut Centre Internship Coordinator (EIC) is responsible for the coordination and administration of the European Astronaut Centre´s (EAC) university and school internship programme.
Within the EAC’s university internship programme, the EIC is responsible for coordinating and overseeing internship recruitment campaigns under the internship scheme of ESA, supporting recruitment processes in liaison with HR, and implementing on- and off-boarding processes for university interns coming to the EAC. The EIC is the central point of contact for interns before and during their internships and assists them with their enquiries and administrative requirements.
Within the EAC’s school internship programme, the EIC is responsible for the implementation of the application scheme, the reviewing of applications and the allocation of internship places. The EIC organises the introductory programmes for school interns and is their central point of contact before and during their internships.
The successful candidate will be a well-organised individual and an excellent team player. They will be able to use their initiative and organisational skills, and work with colleagues from a broad range of disciplines and across managerial levels.
The successful candidate will be enthusiastic, self-motivated, and supportive of interns needs.
The successful candidate will have experience in administration, coordination, and organisation, with a good command of German and ideally with good knowledge of the Cologne/Bonn area.
EIC Detailed Job Description and Responsibilities

• Act as central point of contact for EAC internship tutors, ESA HR administrative staff, and university and school interns in all matters relating to internship administration and coordination.
• Lead the administrative processes required for the EAC’s participation in internship recruitment campaigns run by ESA’s HR department: collate EAC input for the individual internships to be advertised on the ESA job portal and submit to HR whilst observing relevant deadlines; ensure that information relating to the campaign is published on the EAC internship webpage.
• Support the recruitment process for up to 60 university interns per year: support the reviewing of applications and scheduling of candidate interviews; receive candidate details from tutors and submit to HR to aid the issuing of internship contracts; keep HR informed on the recruitment status for each internship position and work with them towards the closing of the campaign.
• Lead the standardised on-boarding processes for university interns: provide newly recruited interns with relevant information ahead of their internship and before their arrival; support the completion of paperwork such as Erasmus+ applications; arrange for EAC access badges; welcome new interns to the EAC upon arrival; organise introductory activities such as tours and meetings.
• Run the EAC’s school internship programme: implement the school internship application scheme, review applications after the end of the annual application deadline; engage internship tutors from amongst EAC staff; allocate internship places based on availability of tutors and internship timing to achieve up to four school intern host periods for a maximum of 20 school interns per year; organise and coordinate the introductory schedules for school interns by engaging EAC staff members to provide tours and talks; act as central point of contact for school interns ahead of and during their internships, and aid the completion of any paperwork required for their schools.
• Produce and keep up-to-date information documents such as the EAC handbook for interns and the monthly intern newsletter.

Art der Stelle: Vollzeit
Arbeitsort: Vor Ort