Team Assistant (m/f/d)

Heidelberg University Hospital; Heidelberg; On-site; EUR 32,000 - 42,000; Full time

Job summary

Heidelberg University Hospital seeks a proactive Team Assistant to shape the day-to-day coordination of our clinical AI institute. You will independently coordinate procurement, monitor third-party budgets, assist personnel administration, aid international researchers with visa procedures, maintain leave records, organize meetings, and support external service providers.

Ideal candidates have vocational training in administration, strong MS Office skills, and fluent German and English.

Qualifications

• Completed vocational training in administration, business, office management, or a comparable qualification.
• Professional experience in an administrative or organizational role, ideally in a research, healthcare, university, or public-sector environment.
• Confident handling of Microsoft Office applications.
• Knowledge of SAP R/3 is desirable.
• Excellent written and spoken German and English skills.
• Strong organizational and multitasking abilities with a structured and detail-oriented working style.
• A proactive, service-oriented personality combined with initiative, flexibility, reliability, and a collaborative mindset.

Responsibilities

• Independently coordinate procurement activities, including obtaining quotations, processing purchase requests, managing inventories, and organizing the disposal of equipment
• Monitor third-party funding budgets by tracking personnel and material expenses, reviewing commitments and balances, and supporting financial reporting requirements
• Support personnel administration, including contract preparation, extensions, personnel changes, and onboarding processes
• Assist international employees and visiting researchers with visa procedures, recognition processes, and administrative documentation
• Maintain leave and absence records while ensuring efficient administrative workflows across the institute
• Organize meetings, prepare agendas and minutes, and coordinate follow-up actions with internal and external stakeholders
• Facilitate institute operations by coordinating room management, equipment resources, visiting researcher programs, and external service providers

Skills

Microsoft Office

German language

English language

Education

Vocational training in administration

Tools

SAP R/3

Job description

Do you enjoy bringing structure to a dynamic environment, keeping processes running smoothly, and supporting people throughout their journey within an organization? Then help us shape the future of clinical AI with us.Our newly established institute brings clinical AI from discovery and validation into routine care and drives AI transformation across the hospital and medical faculty. To support this ambitious mission, we are looking for an organized, reliable, and service-oriented Team Assistant who will play a central role in the day-to-day coordination of our activities.If you are someone who enjoys taking responsibility, keeping an overview of multiple processes, and making things work smoothly behind the scenes, we look forward to meeting you.

Your tasks

• Independently coordinate procurement activities, including obtaining quotations, processing purchase requests, managing inventories, and organizing the disposal of equipment
• Monitor third-party funding budgets by tracking personnel and material expenses, reviewing commitments and balances, and supporting financial reporting requirements
• Support personnel administration, including contract preparation, extensions, personnel changes, and onboarding processes
• Assist international employees and visiting researchers with visa procedures, recognition processes, and administrative documentation
• Maintain leave and absence records while ensuring efficient administrative workflows across the institute
• Organize meetings, prepare agendas and minutes, and coordinate follow-up actions with internal and external stakeholders
• Facilitate institute operations by coordinating room management, equipment resources, visiting researcher programs, and external service providers

Your Profile

• Completed vocational training in administration, business, office management, or a comparable qualification
• Professional experience in an administrative or organizational role, ideally in a research, healthcare, university, or public-sector environment
• Confident handling of Microsoft Office applications
• Knowledge of SAP R/3 is desirable
• Excellent written and spoken German and English skills
• Strong organizational and multitasking abilities with a structured and detail-oriented working style
• A proactive, service-oriented personality combined with initiative, flexibility, reliability, and a collaborative mindset

About us

For further information, please contact Dr. Silvia Barbosa by e-mail.

Shape the future of clinical AI!