Departmental Coordinator

Application deadline: 
Open until filled
Starting date: 
As soon as possible

The Central European University (CEU) invites applications for a Departmental Coordinator position in the Department of Environmental Sciences and Policy at the Vienna Campus. This position is a full-time maternity leave replacement with a fixed term contract until July 2023 with the possibility of extension.


Duties and responsibilities:

  • Advise students on admissions and program rules, working with faculty to ensure that students adhere to university and program policy
  • Help with administering records, grade entry, data maintenance, student status monitoring
  • Coordinate financial matters between faculty, students and central units (grant applications, faculty travel arrangements, acquisition of IT/facility equipment, other purchasing processes)
  • Assists and advises the Head of Department, faculty and staff members on budgetary and related matters, monitors and verifies expenditures, ensures compliance with relevant university policies and procedures
  • Coordinate contractual matters regarding students and visiting faculty with HR & Recruitment units
  • Provide administrative and technical help to visiting students, visiting researchers and faculty
  • Assist in special tasks with admissions, theses, exams and graduation of students
  • Support the organization of field trips and events in Austria
  • Support internal/external reporting
  • Prepare meeting minutes
  • Office management, maintenance of office supply inventory, general email and mail handling, onboarding of students, student-facing presence in office hours
  • Support to the Head of Department, contact with central university administration
  • Provide high level administrative support to faculty, students and guests

Skills and competencies:

  • Bachelor’s degree (minimum)
  • At least 2 years of working experience in academia ideally in a similar position, or at an international company
  • Ability to work independently
  • Ability to work under pressure
  • Ability to balance sensitivity towards student needs with ensuring student adherence to university and program regulations
  • Fluency in spoken and written English and German is a must. Experience in writing summaries and minutes in English is an advantage.
  • Proficiency in using Office 365 and MS products
  • Good financial management skills and familiarity with SAP is an advantage
  • Discretion when dealing with sensitive/confidential information
  • Multicultural orientation and open-mindedness
  • Good organizational and interpersonal skills
  • Interest in creative problem-solving
  • Ability to handle multiple tasks and to prioritize
  • Previous work experience at CEU is an advantage
  • Previous higher education sector experience is an advantage


We offer a competitive salary starting from 40,500 EUR/year. The salary will be commensurate with the chosen candidate’s experience.


How to apply

Applicants need to submit: 

  • Cover letter  
  • Full resume  
  • Writing sample, preferably business correspondence. 

Please send your complete application package to  - including job code in subject line: 2022/003. 


We do not ask for reference letters at the first stage of application; the referees of short-listed candidates may be contacted for references later by CEU.

About CEU

Central European University (CEU) is a research-intensive university specializing in the social sciences, humanities, law, public policy and management. It is accredited in the United States, Austria and Hungary. CEU's mission is to promote academic excellence, state-of-the-art research, research-based teaching and learning and civic engagement, in order to contribute to the development of open societies. CEU offers bachelor's, master's and doctoral programs and enrolls more than 1,400 students from over 100 countries. The teaching staff consists of resident faculty from over 50 countries and prominent visiting scholars from around the world. The language of instruction is English.

For more information, please visit

CEU is an equal opportunity employer.

The privacy of your personal information is very important to us. We collect, use, and store your personal information in accordance with the requirements of the applicable data privacy rules, including specifically the General Data Protection Regulation. To learn more about how we manage your personal data during the recruitment process, please see our Privacy Notice at: (Hungary: Közép-európai Egyetem, Central European University) or (Austria: Central European University, CEU Central European University Private University).