Organisational Assistent (substitute) Universität Wien

Job description:

At the University of Vienna more than 10,000 personalities work together towards answering the big questions of the future. Around 2,900 of them have a wide range of administrative tasks and thus support excellent research and teaching. Would you also like to do something meaningful for society with your work and do you enjoy organizing things? We are looking for a/an

Organisational Assistent (substitute)

46 Faculty of Philosophy and Education
Startdate: 30.09.2026 | Working hours: 40 | Collective bargaining agreement: §54 VwGr. IIIa
Limited until: 20.01.2027
Reference no.: 5932

If you like to organize and maintain an overview even in the face of diverse tasks, then welcome to the team! The position is vacant for the period of absence of a member of staff, September 30th, 2026 - January 20th, 2027, with an option to extend.

Your personal sphere of influence:

The Department of Education is part of the Faculty of Philosophy and Education. The main tasks of the Department are teaching and research in the field of educational science. At the department, a 7-member administrative team organises the academic staff, consisting of 70 members, who are dedicated to the description, critical analysis and scientific explanation of educational phenomena. The position is assigned to the areas of “Foundations of Education” (headed by Univ.-Prof. Dr. Daniel Tröhler) and “Educational Research and Theory” (headed by Univ.-Prof. Dr. Henning Schluß). You will independently teake care of general administrative tasks related to human resources, budget, teaching, research, and third mission, and will be available as a contact person for the department's academic staff, local and international guests and cooperation partners. 

Your future tasks:

You will support the researchers in both research units in organizing and administering their research, project, and teaching tasks. In addition, and in consultation with the department coordinator, you will also support scientific staff in other research units as needed as a member of the team of administrative department staff. It will be possible to set priorities in this regard. The shared offices of the administrative staff, which are located close to each other, offer numerous opportunities for consultation and support. This means, among other things:  

• You will deal with financial and personnel aspects in connection with externally funded projects.
• You will handle the auditing of project and appointment budgets.  
• You will organize meetings, workshops, conferences, etc.
• You supervise events directly on site.
• You administer travel activities and cost reimbursements.
• You manage data in IT systems of the university.
• You will help with the administrative preparation of publication activities.
• You are the contact person and take care of correspondence in English and German with all interfaces (internal to the department, university, project partners, students, etc.)
• You take care of visiting scientists and cooperation partners.
• You fill the homepage with content relevant to the department.

This is part of your personality:

• Professional experience in office management (preferably in a scientific/university context)
• General or vocational secondary or higher school (Matura) or commercial apprenticeship qualification and many years of Office experience
• Very good MS Office skills (especially Word, Excel and Power Point)
• Very good German and solid knowledge of English (from B 2 level, working language partly in English)
• Experience with content management systems (e.g. Typo 3 and u:cris, Moodle)
• Experience with SAP and HRFI is an advantage
• Joy in dealing with and supporting guests from home and abroad.

Working style: You like to work independently and in a structured manner, you are service-oriented and you like to find solutions. You are a team player and have high social and communicative skills.

What we offer:

Work-life balance: You can enjoy flexible working hours, but work for a periode of time exclusivly in the office. Home office will be possible after completing a thorough training period by mutual agreement.

Inspiring working atmosphere: You are part of a committed team with diverse university backgrounds in a relaxed work environment.

Good public transport connections: Your workplace in the center of beautiful Vienna is easily accessible by public transport.

Internal further training: Opportunity to deepen your skills on an ongoing basis. There are over 600 courses to choose from – free of charge.

Fair salary: The basic salary of EUR 2.759,2 (full-time) increases if we can credit professional experience.

Equal opportunities for everyone: We look forward to diverse personalities in the team!

It’s that easy to apply:

• With your CV/letter of motivation
• Leaving certificates 
• Work certificates
• Further documents, if necessary.
• Via our job portal / apply button

If you have any content questions, please contact:

Corinna Hechtl

corinna.hechtl@univie.ac.at

We look forward to new personalities in our team! 
The University of Vienna has an anti-discriminatory employment policy and attaches great importance to equal opportunities, the advancement of women and diversity. We lay special emphasis on increasing the number of women in senior and in academic positions among the academic and general university staff and therefore expressly encourage qualified women to apply. Given equal qualifications, preference will be given to female candidates.

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Application deadline: 08/17/2026 

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