The job holder has the following tasks in particular:

• Organization and implementation of the workflow and business transactions in the secretariat, in particular
  • Scheduling and organizing appointments,
  • mail processing,
  • file management,
  • office supplies management and ordering,
  • Telephone communication (answering and forwarding telephone calls; recording and processing concerns/issues) and handling written correspondence,
  • Visitor management,
  • Management of inventory including ordering technical equipment,
  • Organizational preparation and follow-up of consultations,
  • business trip management,
• Administrative processing:
  • Processing of incoming electronic invoices (indexing in the document management system), incl. invoice clarification,
  • Preparation of invoicing,
  • checking deadlines,
  • Updating specimen signatures for factual and arithmetical accuracy or support in updating roles and authorizations, and
• Maintenance of the intranet presence.

The following knowledge and skills are required

• Completed vocational training in the administrative or commercial field (e.g. office communications clerk),
• Proficiency in the use of modern and relevant office communication technology and software,
• Practical experience in the organization, coordination and processing of workflows,
• Experience in document management and filing,
• Very good oral and written expression and knowledge of the applicable DIN rules,
• Knowledge of written and spoken English.

In addition, the following are desirable

• Experience in the areas of University Administration and structures,
• Interest in new trends and technologies in the area of responsibility for application in the university.

We expect from you

• Strong skills in office organization (independent, structured and careful way of working),
• Communication skills and organizational talent,
• Friendly, professional demeanor,
• Willingness and interest in further professional and personal development,
• Commitment, reliability and flexibility.

We offer you

• an interesting and challenging field of activity,
• flexible and family-friendly working hours within the framework of the applicable service agreement,
• personal and professional development opportunities through targeted further and advanced training,
• attractive social benefits (company pension scheme, annual special payment, capital-forming benefits),
• company health management with offers for workplace health promotion and
• the opportunity to use a job ticket.