Institute Manager

  • Vienna University of Economics and Business
  • Office, administration, processing
  • Part time
  • published till: 20.11.2024
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.
We strongly value diversity and are committed to recruiting the candidate who best fits the role. We welcome applications from individuals of all backgrounds—regardless of age, gender, sexual orientation, nationality, religion, or belief. In particular, we encourage women, disabled individuals, and members of minority groups to apply, as these groups are often underrepresented in the academic sector. Furthermore, we offer a flexible work environment that can be adapted to suit your personal life circumstances, including flexibility around working hours and religious holidays. Additionally, WU provides free training and career development opportunities to promote both professional and personal growth.

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 upper secondary school (Matura, A-Levels, Abitur, or equivalent), a vocational school with a commercial focus, or university degree.

What we offer you

  • Inspiring campus life with over 2,400 employees in research, teaching, and administration and approximately 21,500 students
  • A modern campus with spectacular architecture in the heart of Vienna
  • Excellent accessibility by public transportation
  • Meaningful work in an open-minded, inclusive, and family-friendly environment
  • Flexible working hours as part of a flexitime arrangement
  • A wide range of benefits, from an in-house medical officer to athletic activities and a meal allowance to a variety of employee discounts
Curious? Visit our website and find out more at www.wu.ac.at/benefits

The minimum monthly gross salary amounts to €1,413.05 (14 times per year). This salary may be adjusted based on job-related prior work experience. In addition, we offer a wide range of attractive social benefits.

Do you want to join the WU team?
Then please submit your application by November 20, 2024 (ID 2242).
We are looking forward to hearing from you!