Institute Manager
vor 3 Monaten
Vienna University of Economics and Business- Office, administration, processing- Part time- published till: 2024-11-20- You want to do work that makes a difference, assume responsibility, and help create ideal conditions for excellent research and teaching? We offer an environment where you can realize your full potential. At one of Europe’s largest and most modern business and economics universities. On a campus where quality of work is also quality of life. We are looking for support at the
**Institute for International Political Economy**
Part-time, 20 hours/week
Starting January 01, 2025
- Are you seeking a pivotal role at the heart of a dynamic academic institute within one of Europe’s largest and most modern business universities? Do you want to serve as the communicative hub of our Institute? Are you eager to support the entire team in their research and teaching responsibilities? This role functions as a crucial interface between research, teaching, and administration.
What to expect
**Research**
- **Supporting top researchers**:You will ensure the smooth functioning of the Institute by managing general secretarial duties, contributing to the success of our researchers.
- **Administrative support for research activities**: You will assist in tasks such as basic data entry, maintaining lists and references, and managing the Institute’s research visibility on WU’s research platform (PURE).
- **Assistance with externally funded projects**:You will help researchers in the preparation of project submissions and handle the administrative and financial management of successfully funded projects.
**Teaching**
- **Coordinating teaching activities**: You will be responsible for setting up course announcements, organizing room bookings, managing course evaluations, and maintaining content on WU’s learning platforms (LEARN and CANVAS).
- **Support for lectures and seminars**: You will assist with updating and improving teaching materials, handling communication with students, and setting up online examinations.
- **Thesis support**: You will provide administrative assistance to Institute members in supervising Bachelor’s and Master’s theses.
**Communication**
- **Visibility**:You will manage the Institute’s online presence, including website updates (TYPO3), newsletters, and social media (LinkedIn, Instagram, Facebook, YouTube).
- **Communication**: As the central point of contact, you will interface with the university administration and handle inquiries from external parties.
- **Student support**:You will serve as the primary contact for current, prospective, and former students.
**Administration**
- **Human resource support**: You will assist the Institute’s head with HR-related tasks, including coordinating tutors, supporting recruitment processes, welcoming guests and visitors, and helping new team members integrate.
- **Accounting responsibilities**: You will handle aspects of the Institute’s budget, managing tasks such as project and travel expenses (SAP) and coordinating with relevant university departments.
- **Procurement and invoice management**: You will oversee acquisitions (such as office supplies and office infrastructure), ensuring correct deliveries and handling invoices.
**Third Mission**
- **Event coordination and public visibility**: You will organize and promote the Institute’s third mission activities, including on-campus events and the publication of media files across various communication channels.
- **Meetings and event logistics**:You will manage the scheduling and coordination of the Institute’s meetings, workshops, retreats, guest lectures, and in-house events.
What you have to offer**Relevant professional experience**: You have strong organizational skills and some experience in secretarial or administrative roles.-
**Independent and team-oriented**: You take initiative. The culture in our Institute is very open and the hierarchies are flat. Proactivity and independent ideas are key to succeeding in this role.-
**Soft skills**: You demonstrate curiosity, dependability, and a desire to contribute to the Institute’s life. Flexibility, responsibility, loyalty, resilience, and a proven ability to meet deadlines are essential.-
**Digital skills**: You are proficient in MS Office and virtual communication platforms (e.g., Microsoft Teams). Experience with graphic, audio, and video files for social media is valuable and creativity desirable. Expertise in TYPO3 (or a willingness to learn) and familiarity with LaTeX and academic reference management are advantageous.-
**Language skills**: You are fluent in both spoken and written English and German.-
**Public relations and communication**:You either have PR experience or are confident in your ability to quickly learn the basics. Competence in using social media platforms (Instagram, Facebook, LinkedIn, YouTube) to boost visibility is crucial.-
**Educational background**: Ideally, you have graduated from up
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