Team Assistant (m/f/d)
Do you enjoy bringing structure to a dynamic environment, keeping processes running smoothly, and supporting people throughout their journey within an organization? Then help us shape the future of clinical AI with us.Our newly established institute brings clinical AI from discovery and validation into routine care and drives AI transformation across the hospital and medical faculty. To support this ambitious mission, we are looking for an organized, reliable, and service-oriented Team Assistant who will play a central role in the day-to-day coordination of our activities.If you are someone who enjoys taking responsibility, keeping an overview of multiple processes, and making things work smoothly behind the scenes, we look forward to meeting you.
Job-ID: V000016352
Field of application: Medizinische Fakultät
Location: Heidelberg
Job Category: Management / Administration
Working hours: full-time (100)
Published: 22.10.2026
Limitation: Temporary (5 years)
Contract: TV UK
Your tasks
- Independently coordinate procurement activities, including obtaining quotations, processing purchase requests, managing inventories, and organizing the disposal of equipment
- Monitor third-party funding budgets by tracking personnel and material expenses, reviewing commitments and balances, and supporting financial reporting requirements
- Support personnel administration, including contract preparation, extensions, personnel changes, and onboarding processes
- Assist international employees and visiting researchers with visa procedures, recognition processes, and administrative documentation
- Maintain leave and absence records while ensuring efficient administrative workflows across the institute
- Organize meetings, prepare agendas and minutes, and coordinate follow-up actions with internal and external stakeholders
- Facilitate institute operations by coordinating room management, equipment resources, visiting researcher programs, and external service providers
Your Profile
- Completed vocational training in administration, business, office management, or a comparable qualification
- Professional experience in an administrative or organizational role, ideally in a research, healthcare, university, or public-sector environment
- Confident handling of Microsoft Office applications
- Knowledge of SAP R/3 is desirable
- Excellent written and spoken German and English skills
- Strong organizational and multitasking abilities with a structured and detail-oriented working style
- A proactive, service-oriented personality combined with initiative, flexibility, reliability, and a collaborative mindset
What we offer
- Collectively agreed remuneration TV UK E8, attractive company pension scheme (VBL)
- 30 days vacation
- Sustainable travel: job ticket
- Family-friendly working environment: cooperative arrangements for childcare, subsidy for child vacation care, advice for employees with relatives in need of care
- Wide range of health, prevention and sports offers
Contact & Application
For further information, please contact Dr. Silvia Barbosa by e-mail.
Shape the future of clinical AI!
We look forward to receiving your online application.
Medizinische Fakultät
Institute for Medical Artificial Intelligence (IMAI)
Im Neuenheimer Feld 460
69120 Heidelberg
[email protected]
Note: The UKHD is subject to the provisions of the Infektionsschutzgesetz. Therefore, a valid measles immunity certificate is required for all persons employed at the UKHD.
The UKHD embraces diversity and values diversity. Regardless of age, gender, sexual identity, disability, origin or religion, we offer everyone the same opportunities. If one gender is underrepresented in a particular area, we place particular emphasis on counteracting this imbalance. If they have the same aptitude, qualifications and professional performance, we give priority to people with severe disabilities when considering them for vacancies.