At the University of Vienna, more than 10,000 personalities work together towards answering the big questions of the future. Around 2,900 are responsible for a variety of administrative tasks and thus support excellent research and teaching. Are you looking for a meaningful professional position and work that positively impacts society, too? Do you like to organize and coordinate things? We are looking for a/an

Institute secretary 

52 Faculty of Chemistry 

Job vacancy starting: 12/01/2025 | Working hours: 20,00  | Classification CBA: §54 VwGr. IIIa 

Limited contract until:  

Job ID: 4712

If you love organising and keeping track of things, then welcome to the team! We employ people who want to use their expertise to help answer the big questions of tomorrow.

Your personal sphere of influence:

The Institute of Organic Chemistry is part of the Faculty of Chemistry at the University of Vienna. The institute has eight research groups and around 100 scientific, technical and administrative employees. The position is initially limited to one year, with the possibility of conversion to a permanent contract by mutual agreement.

Your future tasks:

You will perform the tasks of the institute secretariat under the direction of the head of the institute and in coordination with the organisational assistants of the research groups. Your work will include the following main areas:

• Communication: As the central point of contact, you will communicate in English and German with all partners (within the institute, with the university, project partners, students, etc.) and maintain the institute's website.
• Events: You will organise meetings, information events, lectures and symposia, including financial administration and taking minutes.
• Finance: You will monitor the institute budget’s income and expenditure (invoice controller) and assist with budgetary planning and reporting.
• Administration: You will assist scientific staff with the administration of their courses and exams. You will provide administrative support for externally funded projects and order office supplies for the institute.
• Human resources: You will administer the recruitment process as well as general HR matters and provide first-level support for time management (time administrator).

Your profile: 

• Completed upper secondary, general or vocational school (Matura/Fachmatura) or commercial apprenticeship
• Work experience as an administrative professional (preferably at a university or research institution)
• Very good command of German and English
• Very good MS Office skills
• Ability to structure your work and set priorities
• Good communication and social skills
• Independent and self-directed working style
• Preferably experience with university-specific IT applications (i3v, Typo3, SAP Fiori)

What we offer: 

• Work-life balance: You will have flexible working hours and can also work from home part of the time by agreement.
• Inspiring working environment: You will be part of a dedicated team.
• Good public transport connections: Your new workplace is easily accessible by public transport.
• Internal training: We offer numerous opportunities to expand your skills. You can choose from an extensive range of free courses.
• Fair salary: The basic salary of EUR 2,699.20 (for full-time work) increases if you have relevant prior work experience. The position is initially limited to one year, with the possibility of conversion to a permanent contract by mutual agreement.

It’s that easy to apply: 

• With your CV and a short letter of motivation
• Certificates attesting to your qualifications (e.g. apprenticeship certificate, school leaving certificate, etc.)
• Via our job portal / Apply now button

If you have any content questions, please contact:

Davide Bonifazi  

davide.bonifazi@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 place particular emphasis on enhancing women’s representation among the academic and general university staff, particularly in leadership roles, and therefore expressly encourage qualified women to apply. Given equal qualifications, preference will be given to female candidates.

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Application deadline: 10/21/2025