• Full Time (40 h/w)
• Klosterneuburg near Vienna, Austria / Home Office possible
• € 42,000* 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 office manages student recruitment and oversees the administration of the PhD program. Within this office, the Marketing, Recruitment, and Admissions team is responsible for promoting ISTA’s graduate programs, coordinating student recruitment efforts, and managing the admissions process for the PhD program and other centralized short-stay programs. We are seeking a motivated, detail-oriented, and service-focused professional to provide organizational and administrative support to the team. In this role, you will contribute to the smooth running of our marketing, recruitment, and admissions activities while providing a positive experience for prospective students.

• Coordinate ISTA Summer Fellowship Program, managing inquiries, supporting the selection process, and organizing onboarding and on-campus activities
• Handle finance-related tasks, such as processing orders, tracking payments, and maintaining accurate budget records for the team
• Help with promotional activities, both online and offline, and support event logistics (e.g., shipping materials, liaising with vendors)
• Support marketing campaigns aimed at promoting ISTA’s graduate programs across various platforms (digital, print, social media)
• Manage CRM tasks to support targeted marketing and recruitment activities (e.g., maintaining databases, creating and sending marketing emails)
• 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 (B.A./B.Sc. or equivalent) in any relevant field
• 1-2 years of work experience, preferably in academic administration, event management or program coordination
• Proficiency in MS Office (Word, Excel, PowerPoint) and the ability to quickly learn new systems Familiarity with CRM systems is an advantage
• Strong attention to detail and the ability to manage multiple tasks in a fast-paced environment
• Solid organizational skills with a process-oriented mindset
• Strong interpersonal and communication skills for collaboration in a diverse, international environment
• A collaborative attitude and the ability to work both independently and as part of a team
• Proficiency in written and spoken English

ISTA is growing. Grow with us!
Institute of Science and Technology Austria (ISTA) is a constantly growing international institute for conducting world-class 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.
Your benefits
Education & training
Cafeteria
Childcare
Free shuttle bus
Multiple health offers

Pension insurance

• 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 www.ista.ac.at/data-protection.

Your Contacts
Clara Kaiser
Recruiting & Employer Branding
+43 2243 9000 2250
recruiting@ista.ac.a

• Coordinate ISTA Summer Fellowship Program, managing inquiries, supporting the selection process, and organizing onboarding and on-campus activities
• Handle finance-related tasks, such as processing orders, tracking payments, and maintaining accurate budget records for the team
• Help with promotional activities, both online and offline, and support event logistics (e.g., shipping materials, liaising with vendors)
• Support marketing campaigns aimed at promoting ISTA’s graduate programs across various platforms (digital, print, social media)
• Manage CRM tasks to support targeted marketing and recruitment activities (e.g., maintaining databases, creating and sending marketing emails)
• 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 operation