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 in the classroom and through field excursions, and carries out research in labs as well as field sites around the world. The institute features a mix of ordinary and assistant professorships and fosters a cooperative environment on all levels, including a high level of collaboration among Administrative Assistants for efficient and balanced management of the workloads.

In the vibrant international environment of university research, you and three colleagues are responsible for the administrative office of six regular professorships with around 80 staff members.

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

Job description

In this dynamic role, you will serve as the main point of contact for two active professorships. Your main responsibility will be managing the budget of the professorships, which includes internal base funding as well as external research grants. You will monitor and forecast budgets, process invoices, manage credit cards, and prepare financial reports and coordinate audits. You will coordinate with finance, budget, and student offices to ensure compliance with ETH policies and procedures.

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 administrative tasks for teaching including help with scheduling, field teaching, grade entry and record-keeping. You will assist with planning logistics for group research activities including field research, as well as coordinating the purchase of equipment.

Furthermore, you will reserve rooms, restaurants, and catering, create documents and presentations, and arrange travel for guests and conferences. This role also involves overseeing office furniture, addressing maintenance requests, managing mail distribution, and controlling access to shared rooms, including key management.

Your responsibilities will also include serving as a central point of contact for the professorship and coordinating with other Administrative Assistants in the institute to support efficient execution of the workload across the professorships of the institute.

Profile

While a background in office administration or a related field is beneficial, we welcome candidates from any educational background who can demonstrate the necessary competencies and mindset
Above all, we seek someone with a spirit of helpfulness and collaboration and a solution-oriented team player who will support the internationally renowned research group’s diverse projects and responsibilities
You excel at multitasking, prioritizing tasks, being proactive and meeting target dates in an innovative and dynamic research environment
A strong sense of adaptability is crucial as responsibilities may evolve
A very good command of English and German, both oral and written

Workplace

We offer

Your career with impact: Become part of ETH Zurich, which not only supports your professional development, but also actively contributes to positive change in society
This position offers an exciting blend of administrative and organisational tasks in a dynamic and team-focused environment
You interact with a very bright set of young minds from a wide range of cultures and backgrounds and will be able to help their growth
Internal introductory courses for administrative assistant functions and the opportunity to network with a wide range of colleagues and stakeholders
Vast variety of training opportunities
We are actively committed to a sustainable and climate-neutral university
You can expect numerous benefits, such as public transport season tickets and car sharing, a wide range of sports offered by the ASVZ, childcare and attractive pension benefits

Working, teaching and research at ETH Zurich

We value diversity

In line with our values, ETH Zurich encourages an inclusive culture. We promote equality of opportunity, value diversity and nurture a working and learning environment in which the rights and dignity of all our staff and students are respected. Visit our Equal Opportunities and Diversity website to find out how we ensure a fair and open environment that allows everyone to grow and flourish.

Curious? So are we.

We look forward to receiving your online application with the following documents:

Cover letter
CV
Reference letters and diplomas

Please note that we exclusively accept applications submitted through our online application portal. Applications via email or postal services will not be considered.

Further information about the Geological Institute. Questions regarding the position should be directed to Prof. Dr. Heather Stoll, Head of Institute, heather.stoll@eaps.ethz.ch (no applications).

For recruitment services the GTC of ETH Zurich apply.

About ETH Zürich

ETH Zurich is one of the world’s leading universities specialising in science and technology. We are renowned for our excellent education, cutting-edge fundamental research and direct transfer of new knowledge into society. Over 30,000 people from more than 120 countries find our university to be a place that promotes independent thinking and an environment that inspires excellence. Located in the heart of Europe, yet forging connections all over the world, we work together to develop solutions for the global challenges of today and tomorrow.