Project Administrator

Within the Finance & Control team of a faculty, the project control team works on the financial management of research projects funded by various external grant providers. The team consists of project controllers and project administrators. As a project administrator, you will work closely with the project controllers and your fellow project administrator in an environment where accuracy, collaboration, and quality are central.

What you will do. As a project administrator, you are responsible for the daily administrative support of research projects. You ensure correct, timely, and complete processing of financial and administrative data, thereby supporting the project controllers in their activities. You are the first point of contact for administrative questions within the project control process.

You will work independently on the administration of various research projects and regularly coordinate with project controllers and other involved colleagues. You will identify when information is missing or incorrect, take action, and ensure timely follow-up. Additionally, you will contribute to a consistent working method and actively think about improving and making administrative processes more efficient. Your activities include:

• Setting up and maintaining project and master data in the financial system.
• Processing budget changes and administrative mutations.
• Creating and processing external invoices.
• Managing project files and ensuring complete and correct digital archiving.
• Checking time registrations, declarations, and invoices for accuracy and completeness.
• Monitoring deadlines and following up on missing information or discrepancies.
• Supporting various reports and project accountability.
• Supporting and, in consultation with the project controllers, coordinating audits.
• Contributing to improving, standardizing, and securing administrative processes and work instructions.

You will have frequent contact with the project controllers. While they increasingly focus on financial analysis, steering, and advice, you will provide a solid administrative foundation. In this way, you complement each other and together form an important link in the financial support of scientific research within the faculty.

What they ask You like things to be accurate. You are precise, structured, and independent, and you get energy from establishing and maintaining an overview. You feel comfortable in a role where quality, reliability, and clear agreements are central. If something is incorrect or information is missing, you identify it and dare to ask further questions. At the same time, you like to look at the bigger picture.

You think about how administrative processes can be improved and made more efficient, and you enjoy working with colleagues to achieve a consistent working method.