Administrative Assistant / Administrative Assistant

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 education through classroom instruction and field excursions while conducting research in laboratories and field sites worldwide. It features a blend of ordinary and assistant professorships, fostering a collaborative environment at all levels, which includes a high level of cooperation among Administrative Assistants for efficient management of workloads.

In the dynamic international environment of university research, you and three colleagues will be responsible for the administrative office of six regular professorships, comprising approximately 80 staff members.

An increase in workload to approximately 60% may be possible at a later date.

Job Description

In this multifaceted role, you will serve as the primary point of contact for two active professorships. Your primary responsibility will be managing the budgets of the professorships, including both internal base funding and external research grants. You will monitor and forecast budgets, process invoices, manage credit cards, prepare financial reports, and facilitate audits while ensuring compliance with ETH policies and procedures through coordination with finance, budgeting, and student offices.

Additionally, you will initiate and support personnel workflows such as contracts for PhD students, Postdocs, Laboratory Assistants, and technical staff, working closely with HR for administrative processes. You may assist with various administrative tasks related to teaching, including scheduling, field teaching, grade entry, and record-keeping. Planning logistics for group research activities, including field research, and coordinating equipment purchases will also be part of your responsibilities.

Moreover, you will handle room reservations, manage caterings, create documents and presentations, and arrange travel for guests and conferences. This role also entails overseeing office furniture, addressing maintenance requests, managing mail distribution, and controlling access to shared rooms, including key management.

Your duties will also involve serving as a central contact point for the professorship and collaborating with other Administrative Assistants in the institute to ensure the efficient execution of tasks across the professorships.

Profile

• A background in office administration or a related field is advantageous, yet candidates from diverse educational backgrounds demonstrating requisite competencies and a positive mindset are encouraged to apply.
• We seek a helpful, collaborative, and solution-oriented team player to support the diverse projects and responsibilities of our internationally recognized research group.
• You excel at multitasking, prioritizing tasks, being proactive, and meeting deadlines in a dynamic research environment.
• A strong sense of adaptability is crucial, as responsibilities may evolve.
• Very good command of English and German, both spoken and written, is required.

Workplace

The Geological Institute is situated in a vibrant part of Zurich, offering a stimulating environment conducive to research and collaboration.

We Offer

• Your career with impact: Join ETH Zurich, an institution that not only supports your professional growth but also actively contributes to positive societal change.
• This position presents an exciting mix of administrative and organizational tasks within a dynamic, team-focused environment.
• Interact with a brilliant group of young minds from various cultures and backgrounds, playing a role in their personal and professional development.
• Internal introductory courses for administrative assistant functions and the chance to network with a diverse array of colleagues and stakeholders.
• A wide variety of training opportunities to further your skill set.
• We are committed to sustainability and fostering a climate-neutral university.
• Enjoy numerous benefits, including public transport season tickets, car-sharing options, extensive sports programs offered by ASVZ, childcare services, and appealing pension benefits.

We Value Diversity

In alignment with our core values, ETH Zurich promotes an inclusive culture. We champion equality of opportunity, value diversity, and nurture an environment where the rights and dignity of all staff and students are respected. Visit our Equal Opportunities and Diversity website to discover how we foster a fair and open environment that allows everyone to thrive.

Curious? So Are We.

We look forward to receiving your online application using the form below.

• Cover letter
• CV
• Reference letters and diplomas

Please note that only applications matching the job profile will be considered.

For additional information about the Geological Institute or questions regarding the position, please reach out to Prof. Dr. Heather Stoll, Head of Institute, at Show e-mail (no applications).

About ETH Zurich

ETH Zurich is a leading university specializing in science and technology, renowned for its outstanding education and pioneering research. With over 30,000 individuals from more than 120 countries, we cultivate an environment that inspires independent thinking and excellence. Centrally located in Europe, we create connections worldwide to tackle the global challenges of today and tomorrow.