Assistant (m/f/x) to Head of "Digital Technology, Governance and Policy" Research Group

HPI is recognized as one of the leading university institutes for computer science (www.hpi.de). Our goal is to strengthen Europe's digital sovereignty with excellent research and practice-oriented teaching in computer science. At HPI, we are convinced that excellence is created when knowledge from different disciplines is collaboratively combined to create responsible and pioneering solutions for the future.
In our research clusters "Systems," "Data and AI," "Foundations," "Digital Health," "Security," and "Business and Society" researchers from various disciplines work together on topics relevant to solving the challenges facing society. The Digital Engineering Faculty of the University of Potsdam and HPI offers a computer science engineering degree program that is unique in Germany.

The Path to Power project at the Hasso Plattner Institute of the University of Potsdam is studying the changing nature politics and political information with a global focus. Our project is funded by GIZ (German Corporation for international Cooperation) with the aim of producing insights that can lead to political innovation and, as such, communicating the ideas of our research outside of academia is a core goal of the project. As our team has expanded, we are seeking an

Assistant (m/f/x) to Head of "Digital Technology, Governance and Policy" Research Group

for our location in Potsdam.

The position is fixed-term and full-time for through the end of September 2028.

This role combines direct administrative support to the Professor with responsibility for the effective day-to-day administration of a large and active research group. The successful candidate will act as the Professor's trusted administrative partner, anticipating needs, identifying potential issues before they become problems, and taking ownership of seeing work through to completion. They will also ensure the smooth day-to-day operation of the research group's administrative and organizational activities.

Your future tasks

Support to the Professor/Chair of Department

• Serve as the Professor's primary administrative point of contact, liaising confidently with colleagues across the University and external organizations, resolving routine matters independently where appropriate and escalating issues requiring academic judgment
• Proactively manage the Professor's and research group's general inboxes, triaging correspondence, identifying priorities, responding independently where appropriate and drafting correspondence on behalf of the Professor
• Coordinate communications with collaborators, university departments and external organizations
• Manage scheduling and administrative workflows
• Prioritize requests, prepare action lists and ensure important matters are followed through to completion
• Anticipate administrative needs and exercise sound judgment in resolving administrative matters independently, recognizing when issues require escalation to the Professor

Research Group Administration & Operations

• Act as a central administrative resource for the research group, developing effective working relationships with HR, Finance, Procurement, IT, Estates and Research Services and supporting colleagues in navigating university procedures
• Coordinate day-to-day administrative processes and workflows, monitoring actions and deadlines and identifiying opportunities to improve efficiency and effectiveness
• Maintain accurate internal financial records, monitor expenditure against budgets, process invoices promptly, reconcile transactions where appropriate and work proactively with Finance to resolve issues
• Coordinate business travel, including bookings, travel documentation and reimbursement of expenses in accordance with university procedures
• Coordinate the administrative aspects of recruitment and onboarding, working closely with the People Team, including advertising roles, arranging interviews, communicating with candidates, preparing documentation and supporting new staff through induction
• Support a positive and well-organized research group environment, including visitors and new staff. Manage research group member experience, including welcoming visitors and new staff, and helping foster a positive, inclusive and well-organized research environment
• Draft and distribute routine communications on behalf of the Professor and the research group, coordinating with colleagues where specialist communications support is required
• Lead the administrative organization of team meetings, seminars, workshops, retreats, visitors, travel and other research group activities
• Support the smooth day-to-day operation of the research group's working environment, including office facilities, supplies, equipment, communal spaces and other operational requirements

Skills and experiences

• Working fluency in English; working fluency in German is highly desirable/beneficial
• Excellent written and verbal communication skills, including the ability to communicate professionally with colleagues and external stakeholders and draft clear correspondence
• Exceptional organizational skills, with the ability to manage multiple competing priorities and ensure work is completed accurately and on time
• Ability to work independently, use sound judgment and initiative, and recognize when matters should be referred or escalated
• Relevant experience in administrative or executive support, operations, project coordination or a comparable role, including coordinating processes involving multiple stakeholders
• High level of proficiency with Microsoft Office (particularly Outlook, Word and Excel) and the ability to learn new administrative systems quickly

Desirable Skills

• Experience working within a university or research environment and supporting senior academic staff
• Experience with university finance, procurement and HR processes, including recruitment and onboarding
• Experience organizing conferences, workshops, retreats or other events
• Experience monitoring budgets and maintaining internal financial records
• Experience improving administrative processes and introducing new systems
• Familiarity with research funding administration
• Experience using project management or task management software (SAP Success Factors, SAP Concur, DocuWare)
• Experience supervising administrative workflows or coordinating operational activities

Personal Attributes

• Highly proactive and well organized, with the initiative to anticipate needs and follow tasks through to completion
• Calm and adaptable with the ability to manage competing and changing priorities
• Discreet and dependable, with the ability to handle confidential and sensitive information appropriately
• Detail-oriented while maintaining an overview of multiple simultaneous activities
• Service-oriented, collaborative and approachable, with strong interpersonal skills and a commitment to supporting colleagues effectively

What we offer

• A multifaceted job, embedded in an international and dynamic working environment
• An exciting, responsible position in which you can make a difference
• A first-class, active, inspiring and passionate research team
• Professional training opportunities, insight into scientific research
• Flexible working arrangements (with the option to work from home up to two days per week)
• For issues of any kind (including those in your private life), you can use our external employee counseling service free of charge
• Attractive employee offers (corporate benefits)
• Company-subsidized public transportation ticket/"Deutschlandticket"
• 30 days of vacation plus two additional days off on Christmas Eve and New Year's Eve
• Numerous sports facilities (tennis and basketball courts, beach volleyball court, calisthenics park, and participation in running events)
• Workplace on the HPI campus in Potsdam-Babelsberg (Griebnitzsee S-Bahn station), with fast transportation connections to Berlin

We look forward to receiving your application documents including the following:

• CV and cover letter
• An answer of up to 250 words to each of the following questions:
  • When have you taken on a role similar to this? What was rewarding about it for you?
  • What could academic research achieve if it was managed better?
  • What does an ideal working environment look like for you?
  • What could you contribute to the team that we haven't thought of yet?
• Degree certificates/transcripts
• Contact details of two references

Please apply exclusively via our career page.

We are looking for a candidate who can start as soon as possible and, therefore, seek candidates who are already located in the Berlin-Brandenburg metropolitan area. Applications will be reviewed on a rolling basis.

We are a diverse team and equal opportunity employer. Applications from candidates who believe they can effectively undertake this position, but whose relevant skills are demonstrated in non-traditional ways are welcomed.

We kindly ask for your understanding that email applications or résumés sent via email for preliminary review will not be considered.

KA1SP_DE