Planning Officer, student admissions

Planning Officer, student admissions

Aalto University is where science and art meet technology and business. We shape a sustainable future by sparking the game changers of tomorrow and by creating novel solutions to major global challenges. Our community is made up of 13,000 students, 400 professors and close to 4 500 other staff members working on our vibrant campus in Espoo, Greater Helsinki, Finland. We actively work to ensure our community’s diversity and inclusiveness. This is why we warmly encourage qualified candidates from all backgrounds to join our community. 


The School of Engineering drives science and innovation in industrial and built environment technologies. We are committed to educating a new generation of experts who combine technical excellence with a deep understanding of sustainable development in shaping societies. Our research focuses on sustainable built environment, mechanics and materials, multidisciplinary energy technology, and design and implementation of technical systems. The strength of our school lies in close collaboration with stakeholders across research and education. About 45 doctoral candidates and 350 master’s students graduate from the school every year. The school is home to 700 staff members, including 70 professors. To learn more, please visit eng.aalto.fi.

EIT Urban Mobility Master School is an international joint programme supported by the European Institute of Innovation and Technology (EIT). The programme consortium currently includes eight European universities. Aalto University will function as the administrative coordinator starting from the academic year 2026–2027. The programme’s administrative hub, the Master School Office, serves the entire consortium and its students, and reports on its tasks to the EIT Urban Mobility. At Aalto University, the Master School Office is located at the Learning Services of the School of Engineering, in the International Joint Programmes team.

We are now seeking a Planning Officer to take responsibility for student admissions in EIT Urban Mobility Master School. The position is fixed-term, starting as soon as possible and ending on 31 October 2028, based on the duration of the current consortium agreement of the EIT Urban Mobility Master School. The position may be extended if the consortium agreement continues.

Your tasks

You will have primary responsibility for the entire application and selection process in the EIT Urban Mobility Master School, including its planning, coordination, development, and implementation. You will prepare and update the timeline and application instructions, update and further develop the application form, respond to applicant inquiries, onboard and support colleagues involved in the selection process, process applications (administrative checks, evaluation of foreign higher education qualifications, and eligibility decisions), and communicate throughout the process with both applicants and your colleagues in the Master School consortium. You will prepare decisions related to student selection at Aalto University and be responsible, on Aalto University’s behalf, for data transfers and applicant communications in Master’s Programme in Urban Mobility. You will closely follow Aalto University’s admission criteria, guidelines from Applicant Services, and best practices from other international joint programmes coordinated by Aalto. You will compile and analyze applicant statistics and develop the EIT Urban Mobility Master School’s processes in line with these insights and the consortium’s needs.

You will report on your tasks to EIT Urban Mobility and, for HR matters, to your immediate supervisor in the International Joint Programmes team. You will work closely both within the European network of the EIT Urban Mobility Master School consortium and at your home base in the Learning Services of the School of Engineering. You will also collaborate with Aalto’s admission services and other international joint programmes. During peak periods, you will support your colleagues in the Master School Office, e.g., with student communications and event organization. In addition to EIT Urban Mobility duties, the role includes tasks related to other international joint programmes at the School of Engineering.

What we expect from you

• You have a proactive, development-oriented, and service-minded approach to work.
• You work systematically even under pressure. You can organize complex entities without losing sight of details.
• You collaborate fluently and network across multiple distributed, multicultural organizations. You take ownership of joint goals in the work community and your colleagues can count on you.
• You have excellent IT skills, and enthusiasm and readiness to learn new things and to develop digital processes and make use of AI.
• You have excellent oral and written skills in Finnish and English. You communicate accessibly, diplomatically, and with cultural sensitivity.
• You have experience in planning and implementing student admissions.
• You hold a relevant higher education degree and are motivated to work in international educational cooperation.
• Familiarity with higher education systems in different countries is considered an advantage.
• We expect that you currently reside in Finland and can work primarily at your workstation in Otaniemi at least in the initial phase. Working from abroad is not possible.

What we offer

This role is a unique opportunity within Aalto University to implement the student admissions process comprehensively for a single master’s programme. You will take on a responsible role aligning the EIT Urban Mobility Master School’s admissions process with Aalto University’s administrative practices. You will be able to follow students’ paths from application to graduation. You will become part of the EIT Urban Mobility Master School’s European collaboration network. You will gain broad insight into Aalto University’s operations and help develop collaboration between service functions. You will join a community that advances socially significant goals in science and education. The workplace is located at Aalto University’s main campus in Otaniemi, which has good services and convenient transport connections. Remote work is possible up to 60%, and working hours are flexible. However, in the initial phase we hope for as much on-site presence from the whole team as possible. You will join a brand-new mini-team that will provide you with onboarding and close support in your duties. We also encourage the development of your own expertise and offer you the opportunity to grow into a higher education all-rounder. The position requires some international travel (e.g., consortium meetings 1–2 times per year).

The position is placed at requirement level 9 in the salary system used by Finnish universities at Aalto University (salary range EUR 3,700–4,200, depending on experience).

Interested?

If you’re excited about the position and want to join us, please submit your application and CV via the link below (“Apply now!”) no later than 29 June 2026 at 23:59 Finnish time (UTC+3). Please also include the contact details of any referees in your application.

If you are an internal applicant at Aalto, please apply through the internal recruitment channel by first logging into the Workday system.

For more information about the position, contact Planning Officer Aino Roms (+358 50 592 4182) on 18 June at 10:00–11:00 and 24 June at 13:00–15:00. For questions related to the recruitment system, please contact HR Advisor Paula Thomsson-Levä at [email protected].

Please note that due to the holiday season, we will review applications and invite candidates to interviews starting from 3 August. In the first stage, we will invite candidates to video interviews. Based on these, we will select candidates for live interviews.

Learning Services (LES) comprises services related to teaching, the development of teaching, and students. LES supports Aalto University students by providing the services they need at every stage of their study path. Services are also provided to teachers and degree programme directors for the planning, implementation, and development of teaching-related administrative tasks, as well as for the development of degree programmes and teaching competence. LES supports the internationalisation of studying and teaching. Doctoral student services are also part of LES. In addition, LES provides services to clients outside Aalto, such as prospective students applying to Aalto and Aalto graduates. The Language Centre is part of LES.

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