Head of Administration (f/m/d)

Organisation & Administration Potsdam-Golm

Astronomy & Astrophysics Particle, Plasma and Quantum Physics

Job Offer from April 07, 2025

The Max Planck Institute for Gravitational Physics is the largest institute in the world specialized in Einstein's legacy: the theory of General Relativity and beyond. It comprises around 400 employees (scientists, students, IT and administrative staff) between the two locations of Potsdam and Hannover. For our location in Potsdam, we are seeking a Head of Administration (m/f/d).

The position is permanent and based at the Potsdam Science Park. The core departments of our Administration are Finance, Human Resources, Purchasing and Facilities-Management. Our professional Administration Services Team provides high-quality support to our scientists and support staff. The working culture is collaborative and friendly, and a “can-do” attitude is appreciated.

Your duties and responsibilities

Leading a team of 32 professionals, you and your Deputy Head of Administration will be responsible for all administrative services at the Institute. You will directly support the Board of Directors and Managing Director with their strategic decision-making and implement their decisions as needed. A well-run administration is vital to support the scientific productivity of our Institute; therefore, you will direct and oversee business process improvements and the development of the administration staff’s professional skills. Other aspects of the job include financial oversight for the whole Institute, managing communication with the Max Planck Society central administration, working collaboratively with other institutes (including two other Max Planck Institutes on the Potsdam Campus) as well as our partner universities, project management, streamlining internal communication, and consulting specialists as appropriate (e.g., legal, tax, building services) to continuously improve our institute while ensuring compliance with legal, funding and Max Planck regulations.

Your profile

• Higher degree (Masters) or equivalent
• Relevant work experience, particularly in a leadership position in an academic and/or research environment
• Broad knowledge of administrative, employment, procurement and funding laws
• Excellent leadership, people management and coaching skills
• Excellent project management and planning skills
• Experience in implementing change management processes
• Excellent communication and interpersonal skills
• Excellent analytical and problem-solving skills
• Fluent colloquial and professional level German language (C1 level), in both oral and written forms
• Fluent colloquial and professional level English language (C1 level), in both oral and written forms
• Very good working ability with IT office software and ERP systems

We offer

• Salary, benefits and contract based on previous experience according to TVöD Bund guidelines (German collective wage agreement for the public service) depending on qualification at EG15 (Entgeltgruppe 15).
• A supportive work environment that balances career and family life, with working hours that can be adjusted to meet individual needs and on-site childcare facilities.
• The opportunity to work in a friendly, international, and dedicated team where you can make a meaningful contribution.
• Professional development opportunities, including in-house training courses and executive coaching.

Further information

The Max Planck Institute for Gravitational Physics is an equal opportunity employer committed to providing employment opportunities to all qualified applicants regardless of race, color, religion, age, gender identity, sexual orientation, or national origin. The Max Planck Society is committed to increasing the number of individuals with disabilities in its workforce and, therefore, encourages applications from such qualified individuals. Our institute and the Max Planck Society welcome persons with diverse backgrounds, experiences, and ideas who embrace and value diversity and inclusion. For more information about our institute, please visit https://www.aei.mpg.de.

Further information can be obtained from the acting Head of Administration, Dr Mike Rose, at vw.leiter@aei.mpg.de.

How to apply

Please submit your application documents in a single PDF document via our job portal.

Your application should be written in English and consist of:

• Your curriculum vitae, identifying at least three people we can contact for reference.
• Your education and work certificates.
• A cover letter outlining your motivation to work at our institute and summarizing selected achievements that relate to the role of Head of Administration.

The application deadline is the 11th of May, 2025 (11.05.2025). We will start considering applications immediately after this date. However, we strongly encourage interested candidates to apply beyond this deadline as we will continue to review all applications until the position is filled.