Organizational Assistant to the Professorship of Philosophy of Science

If you love to organize and keep track of things, and if you prefer to do so in meaningful projects, then welcome to the team! We are searching for persons who want to use their expertise to help answering the big questions of tomorrow.

The position is initially limited to 1 year. An extension, with the option of a permanent contract, is possible by mutual agreement.

Your personal sphere of influence: 

As a team assistant, you support our central administration team and independently carry out all administrative tasks relating to personnel, budget and teaching. The preferred candidate will be responsible for providing support to Univ.-Prof. Tarja Knuuttila, PhD, Professor of Philosophy of Science and her research team and will take on (administrative) tasks concerning the department. The position involves offering administrative support and personal assistance during the semester and during ongoing academic research activities. The preferred candidate will also be expected to provide assistance in organising research events and conferences and maintaining research networks and projects. In addition, you are expected to have excellent organisational skills and a willingness to work in a team.

 Your future tasks:

• You support the scientific staff in the organization and administration of their research and teaching tasks. This means, among other things: You organize meetings, workshops and travel activities (incoming and outgoing). You take minutes and prepare data. You support the preparation of publications and events. You check and keep the u:cris entries up to date. You manage project budgets.

• You are the central contact person and take care of the English and German correspondence with all interfaces (internal team, university, project partners, students, etc.).

• You administrate job advertisement in recruiting processes and support hiring of new staff members right through to the first steps of onboarding.

• You accommodate and assist guest researchers and cooperation partners.

• You will provide support in applying for and managing third-party funded projects, as well as in cost reimbursement and financial planning.

• You will conduct literature research from databases.

• You will provide support with grant proposals, summer courses, etc.

• You will participate in public relations work (websites, social media).

• You will support the development and maintenance of databases.

• Proofreading and editing of scientific articles, lectures, PowerPoint presentations (German/English) is part of your job.

• You will prepare manuscripts for printing and monitor the publication process.

• You will prepare documents for e-learning.

• You take on general (administrative) tasks concerning the department.

This is part of your personality: 

• Several years of professional experience in office management (preferably in a scientific/university context)
• Graduation from a general/vocational middle or higher school, or an apprenticeship including relevant practice in office management
• Excellent MS Office skills (especially Word, Excel and Power Point)
• Ability to learn new IT skills
• Experience in dealing with content management systems (e.g. Typo 3) & social media
• Excellent written and spoken English and German
• Experience in managing research projects

Desired additional qualifications (an advantage)

• Experience with SAP, Typo 3
• Experience with Adobe and graphic design in particular
• Experience with internal University of Vienna systems such as u:cris, u:scholar, Moodle
• Experience in literature search from databases
• Experience in proofreading and editing scientific articles, lectures, Power Point presentations
• Experience in reference management software
• Experience or willingness to engage in layout work
• Service-orientation, flexibility and promptness
• Good communication skills and social competence in dealing with research group members and students
• Strong organizational skills, ability to work autonomously and to cope with pressure, capacity for teamwork
• Willingness for further education

Working style: You like to work independently and in a structured manner, you are service-oriented and you like to find solutions. You are a team player and have high social and communicative skills.

What we offer: 

Work-life balance: Our employees enjoy flexible working hours, remote/hybrid and/or part-time work (upon agreement).

Inspiring working atmosphere: You are part of a committed team with diverse university backgrounds in a relaxed work environment.

Good public transport connections: Your workplace in the center of beautiful Vienna is easily accessible by public transport.

Internal further training: Opportunity to deepen your skills on an ongoing basis. There are over 600 courses to choose from – free of charge.

Fair salary: The basic salary of EUR 2,699,2 (full-time, 40h) increases if we can credit professional experience.

Equal opportunities for all: We welcome every additional/new personality to the team!

It’s that easy to apply:

• With your CV and letter of motivation
• Diplomas or graduation certificates
• Official confirmation of the award of the academic degree(s) (if applicable)
• References (if available)
• Via our job portal / apply button