Administrative Assistant (f/m/d) for the Institute’s Doctoral Programs (100%)

The Max Planck Institute for Intelligent Systems is looking to hire an

Administrative Assistant (f/m/d) for the Institute’s Doctoral Programs (100%)

The main two MPI-IS doctoral programs are the International Max Planck Research School for Intelligent Systems (IMPRS-IS) and the Max Planck ETH Center for Learning Systems (CLS). IMPRS-IS trains international and national PhD students in collaboration with the University of Tübingen and the University of Stuttgart, while CLS is a co-advised doctoral program with ETH Zürich. We are seeking an enthusiastic candidate to start as soon as possible as the full-time administrative assistant for the institute’s doctoral programs. Workplace will be the Tübingen institute.

Tasks and responsibilities
You will be supporting both the IMPRS-IS and CLS coordinators in all administrative matters relating to the doctoral programs such as: helping organize and execute PhD student recruitment events, supporting students with their university registration, tracking students’ academic development, supporting the organization of all program-related workshops, retreats, orientation days and boot camps, updating the schools’ websites, and making summaries and minutes of important meetings.  You will be working with a diverse group of scientists ranging from student interns, Ph.D. recruits, Ph.D. students, Postdocs, and faculty members coming from all over the world. 

Additional tasks will include coordination of appointments, processing of emails, correspondence, scheduling, expense reports, interfacing with the administration with regard to financial and personnel matters, and other institutional communication, as well as routinely performing independent work in both English and German.

70% of our PhD scholars come from outside Germany; our working languages are English and German, and our culture is international. You will be part of a team of several colleagues who work together to strengthen the collaboration with our partner universities and support our faculty members and doctoral scholars. 

Qualifications

You are a service-oriented person with intercultural competence, and you enjoy being a member of a diverse team. You thrive when you can help and support others. You should have completed your training as a foreign-language secretary or hold an equivalent qualification. A minimum level of C1 is required in written and spoken English and German, including the ability to translate documents between these two languages.  Previous work experience in an academic or research environment would be advantageous. You are expected to be flexible, independent, diligent, and reliable, with a talent for organization. This position requires the ability to work independently across a variety of organizational structures including the Max Planck Society, national and international universities, and government entities.  We are seeking a friendly and sociable personality who enjoys solving problems and being part of a dynamic international team.  

Our offer

We offer a versatile job in a dynamic and culturally stimulating international research environment to start as soon as possible. The position is a 100% contract for two years remunerated in accordance with the collective agreement for the public sector (TVöD-Bund), according to your qualifications. Social benefits are paid according to the regulations of the public service (TVöD). 

The MPI-IS is committed to employ more handicapped individuals and especially encourages them to apply. We are committed to diversity and gender equality and therefore encourage everyone to apply regardless of gender.

The position is available at the earliest convenience and will be open until filled. Preference will be given to applications received by June 3, 2019. Questions should be sent Dr. Leila Masri at masri@is.mpg.de

To apply please send your application in English as a PDF attachment including a motivational letter, CV and references to Kerstin McGaughey at kerstin.mcgaughey@tuebingen.mpg.de or as a hardcopy application to: 

Max Planck Institute for Intelligent Systems

Joint Administration

Heisenbergstr. 1

70569 Stuttgart 

Germany