User and Proposal Coordinator - Hiring in process/Finished, not possible to apply

Tasks:

Scientific users get access to use MAX IV for their research during so called "beamtimes" through submitting scientific proposals that are evaluated by an independent evaluation panel. If granted access, they will be scheduled to visit MAX IV and perform their experiments. As User and Proposal Coordinator you will be working in the user office group and be centrally responsible to coordinate and administer this process: the whole "journey" of our scientific users from when they send in their proposals through the evaluation process, their preparation and visit to the lab until they submit their reports and publications. We expect to process more than 1000 individual users in 2020.

MAX IV uses a web-based system, called DUO - digital user office -, to support the necessary procedures. You will become intimately familiar with this system and support our users as well as our own staffing using the the different functions. Your tasks will include to collaborate with software developers in the constant development of DUO.

The user process can be seen as an administrative hub of the scientific day-to-day operations of the facility and you will communicate with many internal and external, even international, stakeholders - from external users and evaluation experts to our staff scientists, visitor reception and safety group.

Finally, you will provide reporting of user and usage statistics on a regular base.

If you like to work with administrative tasks, develop and improve them and are motivated to keep very high quality in your work, this position will offer you a quite unique working environment. You will work in a central capacity in a highly international and vibrant scientific environment. The scientific users that you will support are daily addressing some of the most challenging questions that mankind is facing - from the development of new drugs and materials to getting a better understanding of atmospheric chemistry to understand climate change. You will work and share some tasks within the user office team, and be in daily contact with all our users and many of our own scientific, technical and administrative staff.

Qualifications: 

We require that you have an university degree or record of equivalent education relevant for this position, and we expect that you spell out in your application how you see that your education and experience background makes you a suitable candidate. You will need to bring all competences of a diligent financial or project administrator. You keep high quality and avoid mistakes even in very repetitive tasks and perform your work structured and efficient, by keeping deadlines. You are flexible to handle situations that are not (yet) covered by our procedures and you are interested to contribute to constant improvement. You are efficient in communicating and obtaining reliable information, you are good at documenting your work and you can provide reports that stand up to scrutiny.

You will need to have experience in using complex IT systems since you will be largely responsible for the DUO system. You should also be quite familiar with how to process and check data for reports in Excel or similar software, and we will test your skills as part of the application process.

You will be communicating mainly in English with highly educated scientists, and therefore you need to speak and write in English with very high proficiency.

We see that our new User and Proposal Coordinator can bring these competences from a range of education and experience backgrounds. There is no education for exactly this type of tasks and you will need to learn specific systems and procedures once you start with us.

Please try to be as specific as possible in your application and cover letter as to how you meet our requirements for this position.

We hope that you are interested to work as User and Proposal Coordinator in our international scientific accelerator based research lab and we are looking forward to your application.

Probationary period may apply.