Onboarding Support for Research Interns and Visiting Students

Online seit: 02.02.2026
Ablaufdatum: 16.03.2026

Beschreibung

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 position is based in the Marketing, Recruitment, and Admissions team of the Graduate School Office (GSO) and involves close coordination with colleagues across the GSO and other administrative units on predoc-related processes. At ISTA, Predoctoral Researchers (Predocs) are pre-PhD researchers, such as scientific interns and visiting students, who join the institute for short-term research stays. We are looking for a motivated, detail-oriented, and service-focused professional to support the predocs onboarding process. You will be responsible for the day-to-day coordination of predocs onboarding cases, ensuring that processes run smoothly, consistently, and in line with institutional rules.

Coordinate the onboarding of predocs across different categories
Serve as an administrative contact point for predocs, supervisors, and internal stakeholders during the onboarding process
Process predocs onboarding cases in internal systems and ensure accurate documentation
Coordinate with colleagues within the GSO and other key stakeholders (Faculty, HR, Grant Office, etc.) to support compliant and efficient onboarding workflows
Contribute to the development and application of standardized onboarding procedures, guidelines, and documentation
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 (BA/BSc or equivalent) in any relevant field
Relevant administrative experience, ideally in an academic environment, or in a comparable role involving structured workflows and case-by-case coordination
Proficiency in MS Office, particularly Excel, and the ability to quickly learn new systems
Proficiency in written and spoken English
High attention to detail, and a well-organized, reliable way of working
Strong time management skills, with the ability to prioritize and handle multiple tasks
Confidence in handling individual cases, deadlines, and multiple stakeholders in a dynamic environment
A collaborative attitude and the ability to work both independently and as part of a team

Read more and please apply here: ista.ac.at/en/job/

Eckdaten

Vertragsart:	Unbefristeter Dienstvertrag
Stundenanzahl:	40 h/Woche
Gehalt:	€ 45,000 EUR pro Jahr