Organisational assistant

The Faculty of Mathematics at the University of Vienna is the largest Austrian institution of mathematical research and tertiary education in the mathematical sciences. It consists of active research groups in a wide range of fields, starting from logical foundations, bridging all classical core subjects, and up to concrete applications in industry. As part of the Faculty, the Institute of Mathematics represents the entire discipline of mathematics in research and teaching, without making an arbitrary separation into pure and applied fields.

The Core Operations Mathematics of the Faculty of Mathematics at the University of Vienna is looking for an organisational assistant to support the administration team. The position should be filled at the earliest possible date, ideally at the beginning of August 2025. The position is a part-time (20 hours per week) temporary replacement until 31.07.2026. By mutual agreement, the position may be extended to a permanent position.

We are looking for an open, innovative, and productive colleague who enjoys working in an international and interdisciplinary environment. Does that sound like something for you? Apply to join our team!

Your professional field of activity:

The Faculty of Mathematics offers a dynamic international working environment. As an organisational assistant to the main organised administration team at Core Operations Mathematics you will primarily carry out administrative tasks for the Institute of Mathematics at the Kurt Gödel Research Center for Mathematical Logic.

Your special working style: You like to work in a structured manner, are service-orientated and enjoy finding solutions. Maintaining an overview is easy for you and taking responsibility for your tasks is a matter of course. You are a team player and have good social and communication skills. Respectful interaction and constructive cooperation are just as important to you as a positive and motivating working environment.

Your future tasks:

You will support the academic staff in the organisation and administration of their research, project and teaching tasks. This means, for instance:

• You will be jointly responsible for personnel management in third-party funded projects and will support the research assistants in all administrative matters relating to their research and teaching tasks. This includes organizing workshops, conferences, and weekly seminars, as well as being responsible for travel management, absence management, third-party budget management and the entries of scientific papers into the university database.
• You will assist with the design of the website and its ongoing maintenance. And you will prepare the weekly newsletter.
• You will be the central point of contact and handle English and German correspondence with all interfaces (within the team, within the university, with project partners, students, and companies).
• You assist with teaching and exam administration.
• You will be responsible for repairs and maintenance and will assist with planning and implementing room schedules.
• You will provide administrative support for visiting scientists and carry out all kind of general administrative activities.

Required Qualifications/Position requirement:

• Professional experience in office management (preferably in a scientific/university context).
• General or vocational secondary or higher school leaving certificate (Matura) or commercial apprenticeship qualification and
• Very good MS Office skills (especially Word, Excel and Power Point).
• High level of written and verbal fluency in German and English.
• Experience with content management systems (e.g. Typo 3).
• Interest in supporting for guests from home and abroad.
• Ability to work independently in a complex organisation.
• Ability to work independently and autonomously.
• Ability to work in a team.
• Solution-orientated way of working.
• Willingness to undertake further training.
• Knowledge of university structures and experience with SAP and i3V are an advantage.

What we offer:

• Work-life balance: The compatibility of work and private life or work and study is a particularly important concern for us. In consultation with the team and team management, you can therefore organize your working hours flexibly and in a family-friendly manner and also work partially work from home within the university’s respective framework.
• Inspiring working atmosphere: You are part of an international team with excellent research infrastructure in a relaxed working environment.
• Good public transport connections: Your new workplace is easily accessible by public transport.
• Climate neutrality - sustainability: The University of Vienna contributes to the achievement of climate goals by means of an adopted sustainability strategy and aims to achieve climate neutrality by 2030 through the reduction of resource consumption, resource-saving and sustainable procurements.
• Fixed-term contract and adequate salary: The basic salary corresponds to the collective agreement for employees of the universities according to § 54 salary group IIIa basic level: EUR 2,699.20 on a full-time basis (14 times per year). The actual salary is finally determined depending on professional experience and qualification. The gross salary covers all benefits of the employee in quantitative and qualitative terms (= all-in payment).
• Internal training and coaching: We offer you ongoing opportunities to deepen your skills. Choose from an extensive range of courses free of charge.
• Benefits: The University of Vienna also offers you numerous benefits, such as a company pension fund, travel allowances, low-cost parking, discounted IT (hardware and software), special rates for language courses offered by the university language center, advancement of women, diversity management and specific career advancement, inclusion, Papamonat, flexible childcare, vacation care for children, health care, vaccination campaigns and fitness offers (special rates for USI sports courses) as well as discounts for employees at various companies.
• Equal opportunities for all: We welcome every additional personality to the team!

Is your interest in this attractive and varied field of activity with autonomous areas of responsibility now aroused? Would you like to take on this new challenge? To actively contribute to the current and future issues of the administrative team around Gudrun Kretzschmar and, above all, to become even better at what you can already do?

Then we are looking forward to you and your meaningful application:

• with a short cover letter,
• a CV and
• certificates of your qualification

either:

• via our job portal by clicking on "Create Profile - Login & Logout" in the header on the upper right, or
• directly in this job posting by clicking the "Apply now" - Button on the bottom right side.