Administrative Student Records Manager

Context:

ENSTA, an institution of higher education and research under the supervision of the Ministry of the Armed Forces, develops training, research, and innovation activities in the fields of defense and security, transport, energy, maritime activities, digital technology, and health.

The school, present on two campuses, in Paris-Saclay and Brest, is a member of the Institut Polytechnique de Paris. Ranked among the Top 10 engineering schools in France, its mission is:

• the training of civil and military engineering students, executives, and doctoral candidates for the public and private sectors,

• high-level research and innovation in close collaboration with industry in key sovereignty sectors within 6 training and research units (UFRs).

Within the Directorate of Training, the "Admissions, Student Affairs, Internships" unit ensures the administrative framework for managing students throughout their training. It acts as a support function for program directors.

The holder of the position is assigned to the Directorate of Training, on the Brest campus, and reports hierarchically to the Director of the "Admissions, Student Affairs, Internships" unit.

In this context, ENSTA is recruiting, for its Brest campus, an administrative manager who will be responsible for student file management, particularly for military students under the IETA (Ingénieur des études et techniques de l’armement) status.

Missions / Main Activities:

The holder of the position is responsible for the administrative monitoring of civil students:

• Preparation and distribution of student enrollment certificates and other student affairs documents (enrollment certificate...)

• CVEC (Contribution de Vie Étudiante et de Campus) attestation monitoring

• Student scholarship monitoring, in liaison with CROUS (Regional Student Services Center), acting as the scholarship correspondent.

• Management of student cards,

• Management of funding requests through continuing education,

• Management of travel and student assignments for promotion activities of the training offerings,

• Participation in the unit's activities

Under the functional authority of the Director of IETA Studies and the Deputy Officer of the Armament Corps, the holder of the position ensures the administrative management of students under IETA (Ingénieur des études et techniques de l’armement) status:

• Ensure the administrative management and individual monitoring of military students: files, pay, military cards, medical monitoring, leave, work stoppages, accidents, decorations, etc.;

• Ensure liaison with the medical service of the Brest naval base;

• Ensure the management and monitoring of security clearances for civil students and campus staff in Brest;

• Ensure compliance with procedures, confidentiality, and up-to-date record keeping.

Ancillary Activities:

• Develop dashboards for surveys, statistics, and reports

• Update student records in the student information system.

• Participate in the establishment's Quality initiative;

• Contribute to the CSR (Corporate Social Responsibility) initiative within the scope of their duties and activities within the School.

Level of Education and Training:

High school diploma (Baccalaureate) to Bac+2 (2-year higher education degree) in administrative management, human resources management, or an equivalent field, with relevant professional experience. Experience in higher education or the Ministry of the Armed Forces environment would be a plus.

Employment:

Position open to candidates:

• Civil servant, category C - RIFSEEP 1

• Contract employee, category C (permanent position; fixed-term contract of 1 to 3 years, renewable) permanent contract possible after 2 years of fixed-term contract

This position requires a "SECRET" security clearance.

Desired Assignment Duration: 3 to 5 years

Planned Start Date: November 1, 2026

Remuneration:

• Civil servants: according to statutory conditions (salary scale, IFSE (Indemnité de Fonctions, Sujétions et Expertise), CIA (Complement Indemnitaire Annuel))

• Contract employees: based on professional experience in equivalent positions

Work Location:

ENSTA Brest Campus,

"The site is accessible by car (parking for staff) or by public transport. As the School is committed to a CSR approach (Sustainable Development & CSR and pro-bicycle employer), it encourages sustainable mobility by implementing financial aid schemes (FMD - Forfait Mobilités Durables) and infrastructure suitable for cyclists.".

Full-time position (25 days of annual leave, 23 RTT - reduction of working time days per year)

Benefits:

• Transportation (employer's flat-rate contribution of 75%)

• Sustainable Mobility Package (up to €300/year)

• Possibility of remote work (after trial period and with manager's approval and submission of a request)

• Employer subsidy for the administrative restaurant and/or the establishment's cafeteria

• Social Action Committee, offering events and activities for staff, gym on subscription,

• Health insurance (50% employer contribution)

Workstation Arrangement and Inclusive Recruitment:

All our positions are open to candidates with disabilities.

ENSTA is committed to recruitment that promotes equality, diversity, and inclusion. All applications, without any distinction (age, disability, sex, nationality, religion, sexual orientation…), have a place in our recruitment process.

School Presentation:

ENSTA is a founding member of the Institut Polytechnique de Paris (IP Paris). Within the framework of IP Paris, the school participates in the activities of interdisciplinary centers, notably the Interdisciplinary Center for Defense and Security Studies (CIEDS, supported by the Ministry of the Armed Forces and the Defense Innovation Agency (AID)). It is at the origin of the creation of the Oceans and Seas Interdisciplinary Center, inaugurated in January 2025. Researchers from the school also collaborate within studies led by the Hi-Paris centers, laureate in 2024 AI Cluster, E4C, or E4H, among others.

ENSTA results from the merger on January 1, 2025, of ENSTA Paris and ENSTA Bretagne. Its headquarters are located in Palaiseau (91), on the Paris-Saclay campus, and it has another campus in Brest. It is implementing a new unified engineering program across both campuses (Paris-Saclay and Brest) for the academic year 2026/2027.

Joining the school means integrating an institution committed to parity and professional equality, diversity, and support for its employees with disabilities, from recruitment and throughout their careers. To preserve well-being at work, the school pursues an active policy on working conditions, based notably on a healthy balance between personal and professional life.

Expected Profile:

Knowledge:

• Administrative management rules and methods

• Written and oral expression in French and English

• Organization and functioning of higher education

• Organization and functioning of the DGA (Direction générale de l'Armement)

Skills:

• Ability to apply regulatory provisions

• Comfort with information systems

• Comfort with office software

• Ability to analyze and synthesize information

• Proficiency in administrative writing techniques

• Ability to apply rules, protocols, and procedures

• Ability to plan one's time and organize oneself methodically

Attitudes:

• Professional discretion

• Interpersonal skills

• Curiosity

• Autonomy

• Teamwork

• Rigor and organization