Institute Secretary (m/f/d) - Reference: 50-2024 Secretariat Institute -

The position holder (m/f/d) is responsible for managing the secretariat as well as performing support tasks related to the application, administration, and financial settlement of research projects, in particular:

• Organizing and managing the administrative processes of the institutes’ secretariats (e.g., scheduling, mail handling, visitor management, telecommunications, organizing and billing for business trips), including administrative matters (e.g., ordering supplies),
• Assisting with the drafting of business correspondence, the preparation of meeting minutes, project documents, and other written materials,
• Organizing and managing the filing system and inventory,
• Providing internal institute information and serving as a liaison to the central administration,
• Organizational and administrative support for events, conferences, and consultations,
• Assistance with the preparation of contracts for student and research assistants, as well as administrative support for student projects,
• Assistance with the institute’s public relations activities (e.g., maintaining the website).

The following knowledge and skills are required

• Completed vocational training in administration or business (e.g., Office Communications Specialist),
• Proficiency in using modern and relevant office communications technology and software,
• Good verbal and written communication skills and knowledge of applicable DIN standards,
• practical experience in handling business correspondence as well as in drafting documents and preparing presentations,
• experience in document management and filing,
• Communication skills, a confident demeanor, and empathy,
• Good knowledge of spoken and written English.

In addition, the following are desirable:

• Relevant professional experience in administration,
• knowledge and experience
  • regarding the structure and organization of scientific institutions
  • in the areas of project management and Controlling
  • in the preparation, application, and implementation of research projects, as well as
  • in the preparation of scientific papers and publications,
• additional foreign language skills, particularly Czech and Polish.

We expect you to

• a willingness and interest in furthering your professional, linguistic, and personal development,
• an interest in scholarly topics and research questions within the disciplines represented at the institutes,
• a structured, goal-oriented, and thoughtful approach to work, as well as strong organizational skills,
• flexibility, as well as a high level of commitment and motivation to contribute to the institutes’ main objectives,
• a willingness to take on other administrative (comparable) responsibilities at the HSZG, at the Zittau campus if necessary.

We offer you

• an interesting and challenging field of work within a qualified, open-minded, and dedicated team,
• flexible and family-friendly working hours in accordance with the applicable employment agreement,
• opportunities for personal and professional development through targeted continuing education and training,
• attractive benefits (company pension plan, annual bonus, capital-forming benefits), as well as
• a workplace Health Management program with initiatives to promote employee wellness and the option to use a job ticket.