Full Time (40 h/w)
Klosterneuburg near Vienna, Austria / Home Office possible
€ 45,000* gross/year
Your Responsibilities
The Graduate School Office is a core administrative unit at ISTA, dedicated to supporting all aspects of student life and promoting excellence in graduate education. The position is based in the Marketing, Recruitment, and Admissions team of the Graduate School Office (GSO) and involves close coordination with colleagues across the GSO and other administrative units on predoc-related processes. At ISTA, Predoctoral Researchers (Predocs) are pre-PhD researchers, such as scientific interns and visiting students, who join the institute for short-term research stays. We are looking for a motivated, detail-oriented, and service-focused professional to support the predocs onboarding process. You will be responsible for the day-to-day coordination of predocs onboarding cases, ensuring that processes run smoothly, consistently, and in line with institutional rules.
Coordinate the onboarding of predocs across different categories
Serve as an administrative contact point for predocs, supervisors, and internal stakeholders during the onboarding process
Process predocs onboarding cases in internal systems and ensure accurate documentation
Coordinate with colleagues within the GSO and other key stakeholders (Faculty, HR, Grant Office, etc.) to support compliant and efficient onboarding workflows
Contribute to the development and application of standardized onboarding procedures, guidelines, and documentation
Support international and local recruitment events, with occasional international travel required to represent ISTA
Offer general administrative support to the team's day-to-day operations
Your Profile
A higher education degree (BA/BSc or equivalent) in any relevant field
Relevant administrative experience, ideally in an academic environment, or in a comparable role involving structured workflows and case-by-case coordination
Proficiency in MS Office, particularly Excel, and the ability to quickly learn new systems
Proficiency in written and spoken English
High attention to detail, and a well-organized, reliable way of working
Strong time management skills, with the ability to prioritize and handle multiple tasks
Confidence in handling individual cases, deadlines, and multiple stakeholders in a dynamic environment
A collaborative attitude and the ability to work both independently and as part of a team
Your Benefits
Education & training
Multiple health offers
Free shuttle bus
Pension insurance
Childcare
Cafeteria
Please apply via our job portal.
ISTA is growing. Grow with us
Institute of Science and Technology Austria (ISTA) is a constantly growing international institute for conducting frontier research in mathematics, computer science, life sciences & physical sciences. We strive to recruit passionate professionals from across the world over all fields who strive to support our goal of excellent research. Located within a beautiful campus on the outskirts of Vienna, we offer multiple opportunities for personal growth in a stable working environment. Get an insight
ISTA promotes a diverse and inclusive working environment and is committed to the principle of equal employment opportunity for all applicants, free of discrimination. All employment decisions at ISTA are based on job requirements, qualifications, merit and organizational needs. We strongly encourage individuals from underrepresented groups to apply.
*This position comes with possible overpayment depending on education, qualification and work experience. For more information on how ISTA processes your personal data, please refer to
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