Student Affairs Administration

at  Institute of Science and Technology Austria ISTA

• Full Time (40 h/w)
• Klosterneuburg near Vienna, Austria / Home Office possible
• € 47,000* gross/year – Position limited until February 2026 (maternity replacement, extension t.b.d.)
  Your Responsibilities

The Graduate School Office is a core unit that deals with the administration of interdisciplinary PhD program at ISTA. It promotes excellence in graduate education and is responsible for PhD students and all other types of predoctoral scientists. As part of our diverse and friendly team, you will be responsible for overseeing the administrative procedures related to PhD defenses and graduations, as well as for onboarding of scientific interns and other predoctoral scientists. This position is initially limited as a maternity leave replacement, but an extension of the contract can be discussed during the employment.

• Administrative support for PhD defenses and PhD thesis submissions
• Organization of annual graduation ceremony in collaboration with the Events team
• Coordination of scientific interns and other predoctoral scientists onboarding, contract extensions and leaves
• Liaising with key stakeholders (Faculty, HR, Grant Office etc.) and answering inquiries
• Documentation and update of relevant policies and processes
• Reporting to faculty and management

Your Profile

• Higher education degree (B.A./B.Sc. or equivalent) in any relevant field
• Work experience in an academic environment
• High attention to detail, strong process orientation
• Advanced MS Excel skills are desirable
• Strong time management, prioritizing and multitasking skills
• Excellent verbal and written communication skills in English
• High level of service orientation and ability to work well with multiple internal or external stakeholders (e.g., colleagues in administration, faculty, students, etc.)

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

• Administrative support for PhD defenses and PhD thesis submissions
• Organization of annual graduation ceremony in collaboration with the Events team
• Coordination of scientific interns and other predoctoral scientists onboarding, contract extensions and leaves
• Liaising with key stakeholders (Faculty, HR, Grant Office etc.) and answering inquiries
• Documentation and update of relevant policies and processes
• Reporting to faculty and managemen