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

The position holder (m/f/d) is responsible for managing the secretariat and supporting tasks in the application, processing and accounting of research projects, in particular:

• Organization and processing of the business processes of the secretariat of the institutes (e.g. scheduling, mail processing, visitor management, telecommunications, organization and accounting of business trips) including administrative matters (e.g. ordering materials),
• Support in the preparation of business letters, minutes, project documents and other documents,
• Organization and management of filing and inventory,
• Provision of internal information and interface with the central administration,
• Organizational and administrative support for events, conferences and consultations,
• Support in the preparation of contracts for student and research assistants as well as the administrative supervision of student work,
• Support with the public relations work of the institutes (e.g. maintenance of the homepage).

The following knowledge and skills are required

• Completed vocational training in the administrative or commercial field (e.g. office communication clerk),
• proficiency in the use of modern and relevant office communication technology and software,
• very good oral and written expression and knowledge of the applicable DIN regulations,
• practical experience in handling business transactions and in the preparation of documents and presentations,
• Experience in document management and filing,
• Communication skills, self-confident manner and empathy,
• Good knowledge of written and spoken English.

The following are also desirable

• Relevant professional experience in the administrative field,
• Knowledge and experience
  • the structure and organization of scientific institutions
  • in the field of project management and controlling
  • in the preparation, application and implementation of research projects and
  • the preparation of scientific contributions and publications,
• further foreign language skills, especially Czech/Polish.

We expect from you

• Willingness and interest to develop professionally, linguistically and personally,
• Interest in scientific topics and tasks of the disciplines represented in the institutes,
• a structured, goal-oriented and prudent way of working as well as organizational talent,
• Flexibility as well as a high level of commitment and motivation to work towards the main objectives of the institutes,
• the willingness to work in other administrative (comparable) areas of responsibility at the HSZG, if required at the Zittau site.

We offer you

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