At the University of Vienna more than 10,000 personalities work together towards answering the big questions of the future. Around 7,500 of them do research and teaching, around 2,900 work in administration and organisation. We are looking for a/an

Coordinator 

 174 Research Services and Career Development 

Job vacancy starting:  (MM-DD-YYYY) | Working hours: 40.00  | Classification CBA: §54 VwGr. IVa 

Limited contract until: 

Job ID: 3925

As part of the Vienna Center for Advanced Studies (ViCAS), the international networking of scientists at our university is to be promoted via incoming fellowship programmes for young scientists (Junior Fellows), as well as for internationally renowned scientists in their respective disciplines (Senior Fellows).

Your personal sphere of influence:

The Vienna Centre of Advanced Study (ViCAS) at our university is therefore looking for a dedicated Chief Academic Coordinator. This position plays a central role in the strategic and operational direction of the Centre. In this role, you will be instrumental in shaping ViCAS’ research agenda and, in coordination with the leadership team, will contribute to defining and developing the research priorities of ViCAS, thus strengthening the international visibility and reputation of the Centre. A key aspect of your role will be to work closely with the management team. Together you will work on the conception, implementation and evaluation of ViCAS programmes. Through your strategic decisions and operational management, you will have a significant influence on the quality and success of these programmes. You will also oversee the selection process for Fellows, where your expertise will be crucial to foster a diverse and competent scientific community at ViCAS.
You will act as a bridge between the Fellows and the leadership team, facilitating an open exchange that creates a supportive and collaborative environment. You will also be responsible for designing and implementing onboarding programmes to ensure that new Fellows are welcomed to ViCAS in a responsive and time-efficient manner. In addition, together with the leadership team, you will represent ViCAS at internal and external events, raising the visibility of the Centre in the scientific community and with potential partners. Your ability to cultivate relationships with relevant institutions and stakeholders is crucial for securing resources and support for the ViCAS programmes. Through exchange with similar institutions worldwide, you will help to identify best practices and integrate innovative approaches into the ViCAS programmes. You will coordinate the two other members of the ViCAS operational team - the ViCAS Programme Manager and the ViCAS Communication and Outreach Manager. Overall, your role is critical to the development and success of ViCAS, both within the university and internationally.

Your future tasks:

• You are the first point of contact for international ViCAS researchers and fellows.
• You will support Fellows and the management team with organisational questions and administrative processes.
• You will implement and design strategic programme planning, support and further development together with the management team.
• You will support the management team in the periodic call for applications for fellowships.
• You will coordinate scientific events and networking activities such as guest lectures, seminars and workshops.
• You will be involved in ViCAS's public relations work and communication with national and international networks.
• You will be involved in the strategic orientation of ViCAS.
• The Fellows' satisfaction will be improved by your implementation of regular feedback mechanisms. 
• You will manage the resources of ViCAS and play an important role in budget planning.
• As the central contact person for organisational matters, you will lead a small administrative team (two additional employees are currently planned).
• You will work closely with the academic management team, which has overall strategic responsibility for the unit, and efficiently implement jointly defined goals in day-to-day administrative work.

This is part of your personality: 

• Excellent written and spoken German and English.
• Doctorate, PhD, or equivalent degree.
• Experience with interdisciplinary research contexts and international scientific cooperation.
• Good understanding of scientific and academic structures.
• Excellent communication skills and enjoys working with people.
• Committed, solution-orientated and a team player.
• Intercultural sensitivity and flexibility in collaboration.
• High level of self-organisation and can-do attitude.
• Enthusiasm for scientific topics and the promotion of international exchange.
• Sound IT skills, especially in the use of common office and project management software (e.g. MS Office, Excel, Outlook, Teams).

Your working style: You like to work independently and in a structured manner, you are service-oriented and you like to find solutions. You are a team player and have high social and communicative skills.

What we offer: 

Work-life balance: You have flexible working hours and can also work remotely at certain times.

Room for manoeuvre: You will have the opportunity to actively shape the international orientation of ViCAS together with the management team.

Inspiring working atmosphere: You will be part of a dedicated team with diverse academic backgrounds and will be in close contact with leading scientists.

Intellectually stimulating environment: We maintain an intensive exchange with scientists and place cooperation at the centre of everything we do.

Networking: We orientate ourselves towards internationally comparable Institutes for Advanced Studies and facilitate exchange with other peers in comparable roles.

Internal further training: We offer you the opportunity to deepen your skills on an ongoing basis.

Fair salary: The basic salary of EUR 3,390.30 will be increased if we can recognise professional experience.

Equal opportunities for all: We welcome every additional/new personality to the team!

It’s that easy to apply: 

• With your CV and letter of motivation 
• Via our job portal / Apply now-button

If you have any content questions, please contact:

Lucas Zinner

lucas.zinner@univie.ac.at

We look forward to new personalities in our team! 
The University of Vienna has an anti-discriminatory employment policy and attaches great importance to equal opportunities, the advancement of women and diversity. We lay special emphasis on increasing the number of women in senior and in academic positions among the academic and general university staff and therefore expressly encourage qualified women to apply. Given equal qualifications, preference will be given to female candidates.

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Application deadline: 07/10/2025