At the University of Vienna more than 10,000 personalities work together towards answering the big questions of the future. Around 2,900 of them contribute to enabling excellent research and teaching through their expertise and work in administration and organisation. They know how they can work best. Flexible, remote and with as much freedom as they need to develop their potential. You know, too? We are looking for an

Department Coordinator 

 53 Faculty of Earth Sciences, Geography and Astronomy 

Job vacancy starting: 11/01/2025  | Working hours: 40.00  | Classification CBA: §54 VwGr. IIIb 

Limited contract until: 

Job ID: 4454

If you love to organize, then welcome to the team! At our Department work colleagues who want to do something meaningful for society through their work. In a place where exchange is successful, with the necessary freedom, professionalism, and high self-imposed standards.

Your working place:

The Department of Astrophysics of the University of Vienna offers a varied and international working environment with currently about 90 scientific staff and six colleagues in administration and IT. Since our scientists come from more than 20 different countries, English and German are the working languages. We are the largest astronomy department in Austria and involved in numerous international collaborations. The working place, the University Observatory, is located in the 18th district of Vienna in the middle of the natural monument Observatory Park.

The position is limited to one year, with the option of converting the position into a permanent contract by mutual agreement.

Your future tasks:

As Department Coordinator you are in charge of all organizational aspects of the department. Within the department you are the interface between administrative and scientific staff and the (deputy) heads(s) of department. Furthermore, you coordinate the cooperation with institutions on faculty level (e.g., Dean's Office, StudiesServiceCenter) as well as on university level (e.g., with service units such as Human Resources and Gender Equality, Accounting and Finance, Facility and Resources Management) in administrative matters. 

This position offers you unique opportunities to work together with people across different areas within an international environment. You can build on various support structures already in place. 

Your responsibilities will include in particular:
•    Professional guidance of the general staff of the department
•    Optimization of business processes in administration
•    Collection of information necessary for the decisions by the (deputy) heads of the department, and coordination of reporting
•    Allocation, use and monitoring of the departmental annual budget
•    Organizing and ensuring the structure for internal and external communication
•    Content and organizational preparation and follow-up of department internal meetings
•    Operative responsibility with your team in the areas of budget incl. third-party funding, personnel, (building) infrastructure, and event planning
•    Support of the Department's public relations work 

Your profile: 

The Department of Astrophysics is looking for a competent, motivated, committed and independent department coordinator with experience in the university and/or public and/or scientific sector.

Your profile should include:
•    Bachelor's degree in a relevant discipline or (subject-specific) A-Levels plus corresponding professional experience and knowledge
•    Several years of professional experience in office management (preferably in a scientific/university context)
•    Experience in process management and ability to steer (complex) processes
•    Experience in leadership and ability to cope with challenges and deadlines
•    Distinct organizational and coordination skills
•    High social and communicative competence
•    Ability to work in a dynamic team and to act in a service-orientated and flexible manner
•    Independent, structured and solution-oriented working style
•    Excellent written and spoken German and English skills
•    Comprehensive IT user skills (MS Office)
•    Willingness for further training

Advantageous are: 
•    Experience in the administration of third-party funded projects, in budget and personnel management 
•    Knowledge of university structures and procedures or experience in university administration 
•    Experience with university IT applications (i3v, SAP, SALTO, Typo3) 
•    Experience with public relations, conference organization & support 

What we offer: 

Inspiring working atmosphere: You are part of a committed team with diverse university backgrounds in a positive work environment.
Good public transport connections: Your working place, the University Observatory, is located in the middle of the natural monument Observatory Park in the lively city of Vienna with outstanding public transport.
Work-life balance: Our employees enjoy flexible working hours. Upon agreement, working from a domicile in Austria might be possible up to a certain extent.
Internal further training: Opportunity to deepen your skills on an ongoing basis. There are over 600 courses to choose from – free of charge.
Salary: The basic gross salary of EUR 3.071,30 (full time base, 14 times a year, amount for 2025) increases if we can credit professional experience. 
Equal opportunities for everyone: We look forward to diverse personalities in the team!

Are you interested?

Please prepare your application as follows:
•    a motivation letter
•    a curriculum vitae 
•    a list of reference contacts or letters of recommendation
•    via our job portal “Apply now” button.

If you have any content questions, please contact:

Glenn van de Ven

glenn.van.de.ven@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: 10/09/2025