User office administrator / first level support (temporary) - Hiring in process/Finished, not possible to apply

Your team
The user office at MAX IV takes care of our scientific users from all over the world, larger collaboration projects, and funders relations. The scientific success of the facility rests on the research done by our external users. The mission of the user office is provide reliant organizational structures and procedures to MAX IVs user operation, supporting MAX IVs users and own staff.

Would you like to work at the brightest lightsource in the world?

MAX IV are looking for  an user office administrator and first level support (temporary). You will act as a “spider in the web” for your colleagues in the user office as well as our external users and other MAX IV staff. You make sure that who contacts us with a request will get the help needed or pointed onto the right direction. You keep the user office running by taking care of external communication and documentation. You provide basic user support for our web based user project handling system, DUO. You work in close contact with MAX IVs reception where users arrive for their so-called beam times (measurement campaigns at our facility).  You send invitations on behalf of the user office and assist some of our guests in their travel arrangements. You support all your colleagues at the user office with general office tasks.   

Your main work tasks will be

• First level support for external users and MAX IV staff regarding user access. You investigate and handle requests. Where you cannot solve an issue yourself, you forward it to and follow up with the right place, making sure that the issue is clearly described and documented.
• Basic user support for the digital user office (DUO), e.g. regarding login, safety tests, scheduling, including providing an extra level of support for the reception.
• Administrative assistance for users and guests, e.g. invitation letters, arranging accommodation for certain guests.
• Taking care of the user office email and phone, support group meetings, maintain our documentation repositories, update routines for various issues, update the user office intranet pages.
• Support user office colleagues with office tasks, e.g. document formatting and proof reading, preparing and distribution agendas and documentation via cloud services, supporting registration for workshops and events.

To be successful in this role you need to have the following qualifications

• You speak and write in English with very high proficiency (Europass C1-C2 level).
• You have very good command of common administrative / office tools, MS office or comparable, and user experience with web based administration systems.
• You have experience with documentation handling.
• You have experience with external / customer contacts and communication by email and phone.

Below are seen as merits

• Proficiency of Swedish and / or another Nordic language.
• Experience with incident management as first/second level support.

As a person you are autonomous and stable, you take responsibility for own task, and structure your  own ways of tackling problems. You keep a calm perspective on a stressed situation and focus on the right things. You are a good collaborator and communicator, are able to bring your needs and vies forward and can take in information and request from others. You are quality conscious and a good problem solver.   

Selection and interviews take place on an ongoing basis during the advertising.

The final interviews are scheduled to April 7 or 8.

What we offer
When you join our MAX IV family, you step into a world of front edge science. We make the invisible visible by supporting scientist from all over the world, generating scientific results for the benefit of society. We offer you a multicultural work environment with great opportunities for personal development with respect for a healthy work-life balance.

Would you like to work in a challenging and supporting environment? Then join us and take the opportunity to make a real difference!

For further information, please visit:
https://www.lunduniversity.lu.se/about-lund-university/work-lund-university
www.sweden.se
https://www.maxiv.lu.se/about-us/careerjobs/comp_and_benefits/