Secretary (f/m/d)

Karlsruhe Institute of Technology (KIT); Eggenstein-Leopoldshafen; Hybrid; EUR 42.000 - 54.000; Vollzeit

Benefits dieser Stelle

Flexible working hours

Remote-work options

30 days annual leave

KIT Family+ program

Zusammenfassung

Die KIT-Verwaltung in Eggenstein-Leopoldshafen/ Karlsruhe sucht eine/n Verwaltungsfachangestellte/n (m/w/d) zur Unterstützung der Instituts- und Abteilungssekretariate. Sie organisieren interne Abläufe, bearbeiten Beschaffungsprozesse und unterstützen Mitarbeitende bei der Nutzung des ESS-Systems.

Zu Ihren Aufgaben gehören Besprechungen planen, Reisen des Stellvertreters des Instituts vorbereiten, Veranstaltungen wie Workshops und Seminare durchführen und als zentrale Ansprechperson fungieren.

Qualifikationen

• Abgeschlossene Berufsausbildung im Verwaltungsbereich o.ä.
• Gute Computer- und MS-Office-Kenntnisse.
• Erfahrung mit digitalen Kommunikationsmitteln.
• Kenntnisse in den an KIT genutzten Verwaltungssystemen (z.B. SAP).
• Sehr gutes Deutsch/Englisch in Wort und Schrift.
• Strukturiertes, eigenständiges Arbeiten.
• Zuverlässigkeit, Vertraulichkeit, freundliches Auftreten.

Aufgaben

• Interner Postverkehr wird organisiert.
• Mitarbeitende bei Beschaffungsprozessen unterstützen (Reisen, Versand, Bewirtung).
• Mitarbeitende bei Nutzung des ESS-Systems unterstützen.
• Telefonate entgegennehmen, Anfragen beantworten, Termine vorbereiten.
• Reiseplanung für den Stellvertreter des Instituts vorbereiten.
• Veranstaltungen wie Workshops und Seminare vorbereiten und durchführen.
• Vertretung im Institutssekretariat: zentrale Kontaktstelle, Termine koordinieren.
• Vertretung im Abteilungssekretariat: Vorlesungs- und Prüfungsplanung überwachen.

Kenntnisse

German (written and spoken)

English (written and spoken)

MS Office

SAP

Digital communication tools

Structured work style

Reliability

Confidentiality

Friendly demeanor

Independent work

Ausbildung

Office Management Specialist (m/f/d)

Tools

MS Office

SAP

Jobbeschreibung

Job location

Eggenstein-Leopoldshafen (and Karlsruhe)

Responsibilities

• Organizing internal mail
• Assisting employees with procurement processes (travel requests, shipping notices, catering orders)
• Assisting employees with using the ESS system (e.g., for vacation requests)
• Answering phone calls, screening calls, responding to inquiries, and preparing business matters for the appropriate contact person
• Planning and follow‑up for trips for the deputy director of the institute
• Preparing and conducting events such as workshops and seminars
• Acting as a substitute in the institute secretariat: serving as the central point of contact, scheduling appointments, and planning travel
• Acting as a substitute in the department secretariat: coordinating and monitoring schedules for lectures, seminars, and exams

Qualifications

• Completed vocational training in administration or business (e.g., Office Management Specialist (m/f/d)) or a comparable qualification
• In‑depth knowledge of computers and MS Office
• Experience using digital communication tools
• Experience with the administrative systems used at KIT (e.g., SAP)
• Very good written and spoken German and English
• Structured and independent work style
• Reliability, conscientiousness, confidentiality, and a friendly demeanor

Benefits

• Purposeful Contribution: Your work creates the conditions for world‑class research—and helps ensure that science makes a tangible difference for society and the future.
• Flexible Working Hours: Take advantage of flexible‑hours schemes, remote‑work options, and a 30‑day annual leave entitlement to achieve an optimal work‑life balance.
• Family‑friendliness: The "KIT‑Family+" program assists you in reconciling work and family life by offering childcare services, holiday activities, a parent‑child office space, and assistance with caring for relatives.
• Career‑building and developmental opportunities: We provide you with a structured onboarding program, a broad spectrum of continuing‑education options, and personalised support, thereby fostering your individual growth.
• Stay healthy: Under the motto "Fit at KIT – Body, Mind and Soul," we promote your well‑being through fitness classes, mental‑health programmes, and regular preventive health examinations.
• Individualised extra benefits: Enjoy a corporate pension (VBL), a €25 monthly contribution toward a JobTicketBW, plus a broad selection of cultural and recreational programmes.

Contract

Permanent

Salary

Salary category 6 TV‑L; classification is based on personal and professional qualifications.

At KIT we value the diversity of our employees; different perspectives and backgrounds enrich our work. Applications from recognized severely disabled individuals are given preferential consideration when qualifications are equal.