Administrative Staff Member in the Grants Office (m/f/d)

About the job

Administrative Staff Member in the Grants Office (m/f/d)

The Grants Office is the central point of contact for research funding at ETH Zurich and supports researchers at all career stages in identifying, acquiring, and managing competitive national and international research funds. We also accompany the evaluation process of the ETH departments and manage the internal ETH research funding programmes (project and talent funding), run the offices of the Research Commission and the Awards Commission, and support the Vice President for Research in strategic, conceptual, and organisational matters.

To strengthen our secretariat, we are looking for a committed, proactive, and highly organised individual to start immediately or by arrangement. The position combines classic secretarial duties with involvement in diverse administrative processes in the research environment. Those who enjoy coordinating workflows, maintaining data meticulously, and reliably keeping an overview will find an exciting field of activity with us.

Job Description

In a dynamic and varied working environment, you will take on administrative and organisational tasks related to various processes in the Grants Office, manage the general secretariat of the Grants Office (including telephone service, appointment organisation, material ordering), and additionally support the specialists in the following areas:

• Management of third-party funded projects, including maintaining interfaces with relevant administrative units, as well as preparation and quality assurance of decision and correspondence documents
• Organisation of information events for researchers and maintenance of the corresponding communication channels
• Organisation of visits by external reviewers as part of departmental evaluations
• Financial administration: recording expenses, coding invoices, budget, trend calculation
• Personnel administration: onboarding and offboarding, support during induction
• Quality assurance, especially monitoring and maintenance of databases in the Grants Office

Profile

• You bring solid professional experience in the administrative field, preferably in an equivalent position in the higher education environment
• You demonstrate confident use of digital tools, with knowledge of FileMaker or other database systems being an advantage
• You are a team-oriented, solution- and service-minded personality with great initiative and enjoy working in an international environment with various stakeholders
• You work carefully and precisely and maintain an overview even with numerous parallel tasks and in hectic situations
• A high level of service orientation and a pronounced quality awareness characterise your working style
• Excellent German and English skills, both spoken and written, complete your profile

We Offer

You can expect a varied and demanding range of tasks in an open, appreciative, and collegial working culture. Your workplace in the historic ETH main building offers modern infrastructure as well as excellent public transport connections. In addition, you benefit from numerous advantages, including discounts , such as for public transport subscriptions and car sharing, a diverse sports programme from the ASVZ , various offers for childcare , as well as attractive social and pension benefits .

Your profession with impact: Become part of ETH Zurich, which not only supports your professional development but also actively contributes to positive changes in society.

Working, Teaching and Researching at ETH Zurich

Diversity and Sustainability are Important to Us

In line with our values , ETH Zurich supports an inclusive culture. We promote equal opportunities, value diversity, and foster a working and learning environment in which the rights and dignity of all employees and students are respected. On our Equal Opportunities and Diversity website , you can learn how we ensure a fair and open environment where everyone can develop and flourish. Sustainability is a core value for us – we are consistently working towards a climate-neutral future.

Curious? So Are We.

We look forward to receiving your online application with the following documents in PDF format:

• Motivation letter
• Curriculum vitae
• Work certificates and diplomas

Please inform yourself about the Grants Office on our website before applying and briefly describe in your cover letter why you would like to become part of our team.

Applications are accepted exclusively via the online application portal. Applications by email or post will not be considered.

For enquiries, please contact Dr Frédérique Amor at famor@ethz.ch (no application documents), who will be happy to assist you.

We would like to point out that the pre-selection is carried out by the responsible recruiters and not by artificial intelligence.

For personnel placement, the ETH Zurich terms and conditions apply.

About ETH Zurich

ETH Zurich is one of the best technical and natural science universities in the world. We are known for our excellent teaching, pioneering fundamental research, and the direct transfer of new knowledge into society. More than 30,000 people from over 120 countries find an environment with us that promotes independent thinking and a climate that inspires top performance. Located in the heart of Europe and connected worldwide, we develop solutions together for the global challenges of today and tomorrow.