Administrative Assistant at the Geological Institute
40%, Zurich, permanent
The Geological Institute is one of three institutes in the Department of Earth and Planetary Sciences (EAPS). The institute oversees teaching both in the classroom and through field excursions while conducting research in laboratories and field sites around the globe. Comprised of a mix of ordinary and assistant professorships, the institute fosters a cooperative environment at all levels, emphasizing collaboration among Administrative Assistants for efficient and balanced workload management.
In the vibrant international environment of university research, you will work alongside three colleagues in the administrative office supporting six regular professorships with approximately 80 staff members.
An increase in workload to approximately 60% may be possible in the future.
Job Description
In this dynamic role, you will serve as the primary point of contact for two active professorships. Your main responsibilities include:
Managing the budget of the professorships, overseeing both internal base funding and external research grants.
Monitoring and forecasting budgets, processing invoices, managing credit cards, preparing financial reports, and coordinating audits.
Collaborating with finance, budget, and student offices to ensure compliance with ETH policies and procedures.
Initiating and supporting personnel workflows, including contracts for PhD students, Postdocs, Laboratory Assistants, and technical staff, in close cooperation with HR for administrative processes.
Assisting with administrative tasks related to teaching, including scheduling, field teaching, grade entry, and record-keeping.
Planning logistics for group research activities, including field research and equipment purchases.
Reserving rooms, restaurants, and catering, as well as creating documents and presentations and arranging travel for guests and conferences.
Overseeing office furniture, addressing maintenance requests, managing mail distribution, and controlling access to shared rooms, including key management.
You will also act as a central point of contact for the professorship and coordinate with other Administrative Assistants in the institute to ensure efficient workload execution across the professorships.
Profile
A background in office administration or a related field is beneficial, but candidates from any educational background who demonstrate the necessary competencies and mindset are welcome.
We seek individuals with a spirit of helpfulness, collaboration, and a solution-oriented mindset who can support the diverse projects and responsibilities of our internationally renowned research group.
You excel at multitasking, prioritizing tasks, being proactive, and meeting deadlines in an innovative and dynamic research environment.
A strong sense of adaptability is crucial, as responsibilities may evolve.
Proficiency in both English and German, with strong oral and written communication skills, is required.
Workplace
Join us in an exciting work setting that promises to challenge and develop your skills in a collaborative team environment.
We Offer
A career with impact: Become part of ETH Zurich, an institution that supports your professional development and actively contributes to positive societal change.
This position combines administrative and organizational tasks in a dynamic team-focused environment.
Engage with a diverse and bright array of young minds from various cultures and backgrounds, contributing to their growth.
Internal introductory courses for administrative assistant functions and networking opportunities with a wide range of colleagues and stakeholders.
A vast array of training opportunities.
Active commitment to a sustainable and climate-neutral university.
Numerous benefits, including public transport season tickets, car sharing, a variety of sports offerings, childcare options, and attractive pension benefits.
We Value Diversity
In line with our values, ETH Zurich promotes an inclusive culture. We encourage equality of opportunity, value diversity, and nurture a respectful working and learning environment where the rights and dignity of all staff and students are upheld. Visit our Equal Opportunities and Diversity website to learn more about our commitment to fostering a fair and open environment that allows everyone to thrive.
Curious? So Are We.
Apply online using the form below. Applications will only be considered if they match the job profile.
For further information about the Geological Institute, please direct questions regarding the position to Prof. Dr. Heather Stoll, Head of Institute, at Show e-mail.ch"> (please, no applications).
About ETH Zurich
ETH Zurich is one of the world's leading universities specializing in science and technology. We are renowned for our excellent education, cutting-edge research, and the direct application of new knowledge to benefit society. With over 30,000 individuals from more than 120 countries, we create an environment that fosters independent thinking and inspires excellence. Situated in the heart of Europe and establishing connections globally, we work together to tackle the pressing challenges of today and tomorrow.