Your Responsibilities

The Graduate School Office is a core administrative unit at ISTA, dedicated to supporting all aspects of student life and promoting excellence in graduate education. The position is based in the Marketing, Recruitment, and Admissions team of the Graduate School Office (GSO) and involves close coordination with colleagues across the GSO and other administrative units on predoc-related processes. At ISTA, Predoctoral Researchers (Predocs) are pre-PhD researchers, such as scientific interns and visiting students, who join the institute for short-term research stays. We are looking for a motivated, detail-oriented, and service-focused professional to support the predocs onboarding process. You will be responsible for the day-to-day coordination of predocs onboarding cases, ensuring that processes run smoothly, consistently, and in line with institutional rules.

• Coordinate the onboarding of predocs across different categories
• Serve as an administrative contact point for predocs, supervisors, and internal stakeholders during the onboarding process
• Process predocs onboarding cases in internal systems and ensure accurate documentation
• Coordinate with colleagues within the GSO and other key stakeholders (Faculty, HR, Grant Office, etc.) to support compliant and efficient onboarding workflows
• Contribute to the development and application of standardized onboarding procedures, guidelines, and documentation
• Support international and local recruitment events, with occasional international travel required to represent ISTA
• Offer general administrative support to the team’s day-to-day operations

Your Profile

• A higher education degree (BA/BSc or equivalent) in any relevant field
• Relevant administrative experience, ideally in an academic environment, or in a comparable role involving structured workflows and case-by-case coordination
• Proficiency in MS Office, particularly Excel, and the ability to quickly learn new systems
• Proficiency in written and spoken English
• High attention to detail, and a well-organized, reliable way of working
• Strong time management skills, with the ability to prioritize and handle multiple tasks
• Confidence in handling individual cases, deadlines, and multiple stakeholders in a dynamic environment
• A collaborative attitude and the ability to work both independently and as part of a team