ISWA Administration

The Administrative Office (Geschäftsstelle, GST) runs the institute's administration for all departments: finances, staff, buildings and IT. For employees, project partners and the university's central administration we are the first point of contact on administrative questions. The sections below describe what we do in each area and where you can bring your questions.

We accompany research projects from the proposal to the final report: cost calculation for proposals, contract setup with the funding body, budget monitoring, cost reports and interim and final proofs of use (BMBF, DFG, EU, state ministries, industry). Project leaders receive regular overviews of committed and available funds, so that decisions about staff and equipment rest on current figures rather than estimates.

Bookings, invoices, procurements and travel expense claims at ISWA run through the Administrative Office. We manage the institute's budget, reconcile all accounts with the university's SAP system and prepare controlling reports for the institute management. If you need to buy something, submit an invoice or settle a business trip, we can tell you which form is needed and what the university's rules allow.

We prepare job advertisements, coordinate selection procedures and interviews, draft hiring proposals and handle contracts and extensions under TV-L, the WissZeitVG and the university's regulations. We also take care of onboarding and offboarding, questions about working time, leave and secondary employment, and advise supervisors and staff on employment law. For doctoral researchers and student assistants we check in advance whether the planned contract fits the funding and the legal limits.

We look after the institute's buildings at Bandtäle: maintenance and repairs, cleaning, safety, room allocation and reservations, keys and access, and coordination with the university's facility management and external contractors. Larger measures such as laboratory refurbishments or construction applications are planned and accompanied by us together with the departments concerned.

We run the institute's internal IT: user accounts, workstations, network and server questions in coordination with TIK, procurement of hardware and software, and the internal tools for approvals, onboarding and offboarding and reporting. Where a paper process can become a digital one, we build it.

Cooperation agreements, non-disclosure agreements, service contracts and questions about university statutes or public procurement law: we review them, coordinate with the university's legal department where needed and keep the institute on the safe side. Please get in touch before you sign anything on behalf of the institute.

We write and update job descriptions for all positions at the institute, support grading procedures and organisational changes, and keep the staffing plan current. This gives everyone a clear picture of duties and responsibilities and makes new positions easier to set up and fill.