Activities coordinator at LINXS - Hiring in process/Finished, not possible to apply

Description of the workplace

The LINXS Institute of Advanced Neutron and X-ray Science (www.linxs.se) is an advanced study institute whose mission is to promote science and education focusing on the use of neutrons and X-rays, to attract world-leading scientists for focused research visits, and to create international networks. 

To fulfil its mission LINXS organizes events and activities, develops national and international collaborations and projects, and provides an attractive space where scientists can interact both in-person and digitally. To this end, LINXS wishes to recruit an activities coordinator as a junior position. This person will be responsible for making sure the planning and execution of activities and operations run smoothly.

Work duties

• Coordinating events before, during and after the fact. This can include preparation meetings, booking of premises, catering, travel, and accommodation. Also, preparation and maintenance of premises, coordination of charging of conference fees, managing of reimbursement for visitors and speakers at events, and planning the hosting of guest researchers.
• Providing support at both in-person and online events and activities, such as setting up and operating digital meetings, including the recording of these.
• Independently updating web-based pages. Also includes co-developing the LINXS website and other web interfaces to support the duties above. This can involve direct application of communication skills, independently or working together with a dedicated communicator.
• Management of contact lists and information regarding participants at events and other statistics that support the reporting of LINXS activities.
• Handling and registering formal documentation in systems connected to Lund university as an organisation, in particular the administrative systems.

Qualifications

• Higher education in an area relevant to the position. This could be in a scientific or a non-scientific area where there is a demonstrable aptitude for the work duties involved in the position.
• Very good oral and written proficiency in English and Swedish.
• Experience in updating of the content of websites, with the requisite communication skills connected to this.
• Computer literacy, and good competence in Microsoft Office and digital meeting and collaboration tools (e.g., Zoom and Microsoft Teams).
• Driver’s license.

Other merits

• Experience in event and/or project coordination and communication, or other relevant experience for the position.
• Experience in development and maintenance of websites with associated communication skills, as well as using event management systems (e.g., Indico or others) is an asset.
• Any personal experience in producing social media, including writing, image processing, digital recording and editing is an asset.
• Technical skills (e.g., computer literacy and setting up digital conferencing equipment) will be an advantage. Also includes experience with computer based administrative systems, such as Primula, W3D3, Lupin, or similar.
• Experience of work in an interdisciplinary and international environment.
• Good networking abilities.

Good communication skills and the ability to work as part of a team.

As a person you are responsible, positive, reliable, thorough and solution oriented. You are highly motivated with strong ability to work independently and demonstrate initiative. You are flexible and enjoy working in a high pace environment handling different parallel tasks and short deadlines.

You are a team player, interested in science, science communication and people, and have a high sense of service, work ethics and integrity. You aim to grow in the role and further develop LINXS activities.  Furthermore, you are comfortable representing LINXS and have excellent social skills.

We will place great emphasis on personal suitability. Consideration will also be given to good collaborative skills, drive, and independence, and how the applicant’s experience and skills complement and strengthen the administrative work within LINXS, as well as contribute to its future development.

Terms of employment

The position is a permanent employment, with a scope of 100 per cent of full time. A probationary period of 6 months will be applicable. Preferred starting date is 01-02-2023, or according to agreement.

Contact person: Anna Ntinidou +46727172206

Instructions on how to apply

Applications shall be written in English.

Applications should include a cover letter stating the reasons why you are interested in the position and in what way the employment corresponds to your qualifications. The application should also contain a CV, degree certificate or equivalent, and other documents you wish to be considered (grade transcripts, contact information for your references, letters of recommendation, etc.).

Selected candidates will be invited for interview.