Office Manager at the Institute for Dynamic Systems and Control, Zürich
Job Reference:
2536a25f25e0
Job Views:
3
Date Posted:
March 21, 2025
Expiry Date:
May 5, 2025
Job Description:
The Institute for Dynamic Systems and Control is one of more than ten institutes in the Department of Mechanical and Process Engineering. The group's research focuses on developing systems that integrate technological innovations, scientific principles, advanced mathematics, algorithms, and design.
This role involves managing administrative tasks for lectures, exams, awards, and orders while coordinating problem-solving and daily support. You will assist with course administration using ETH tools, manage tutees, supervise Focus Projects, and help with grade entry and record-keeping.
You will monitor and forecast budgets, prepare financial reports, coordinate audits, process invoices, manage credit cards, and oversee subscriptions. Additionally, you will support contract extensions, coordinate Teaching Assistants, and handle guest/visitor paperwork.
Your responsibilities include drafting and managing internal and external communications, serving as a central point of contact, and coordinating with finance, budget, and student offices to ensure compliance with ETH policies and procedures.
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.
About the Position:
* A background in office administration or a related field is beneficial but not required.
* We seek someone with a spirit of helpfulness and collaboration and a solution-oriented team player who can adapt to an innovative and dynamic research environment.
* You must be able to multitask, prioritize tasks, be proactive, and meet deadlines.
* A strong sense of adaptability is crucial as responsibilities may evolve.
* Outstanding written and verbal communication skills in English are essential.
What We Offer:
* Your career with impact: Become part of ETH Zurich, which supports your professional development and contributes to positive change in society.
* This position offers a blend of administrative and organisational tasks in a dynamic environment.
* You interact with a diverse set of young minds from various cultures and backgrounds.
* Internal introductory courses for administrative assistant functions and opportunities to network with colleagues and stakeholders.
* Vast variety of training opportunities.
* Benefits such as public transport season tickets, car sharing, sports offered by the ASVZ, childcare, and attractive pension benefits.