User Access Coordinator

Lund University was founded in 1666 and is repeatedly ranked among the world’s top universities. The University has around 47 000 students and more than 8 800 staff based in Lund, Helsingborg and Malmö. We are united in our efforts to understand, explain and improve our world and the human condition. Lund University welcomes applicants with diverse backgrounds and experiences. We regard gender equality and diversity as a strength and an asset. Your team You will become a key member of the User Access & Procedures team within the recently merged User Office & Industrial Relations Office group. UO & IRO play a crucial role in managing and supporting the interactions between the MAX IV Laboratory and its academic and industrial users. The User Access & Procedures team manages the submission and review process for research proposals. This includes organising calls for proposals, facilitating peer review by external experts, and ensuring that the selection process is transparent and fair. The team also serves as a primary point of contact for scientists who wish to use the MAX IV facilities. Would you like to work at one of the brightest lightsources in the world? MAX IV is looking for an experienced, dynamic and organised coordinator to join our User Access & Procedures team. In this pivotal role you will, amongst other tasks, manage the MAX IV call for proposals. Collaborate closely with colleagues from different parts of the MAX IV organisation to ensure a seamless, transparent, and efficient access process for MAX IV users. Your contributions will be critical in enhancing our processes and tools, and in disseminating relevant knowledge to both MAX IV staff and users. Your main work tasks will be - Proactively plan, coordinate and drive the MAX IV biannual call for proposals while serving as a primary point of contact for internal questions and support. - Coordinate access coming in through external access programmes, such as EU projects. - Organise, create and improve documentation and communication regarding e.g. policies, processes and user guides. - Drive the system maintenance process and conduct basic testing and quality assurance for, amongst other, the MAX IV User Access system (DUO) to ensure functionality and usability. - Support internal and external stakeholders by providing user statistics. To be successful in this role you need to have the following qualifications - Communication Skills: Strong verbal and written communication skills, experience with collaborating with diverse stakeholders, create and nurture good relationships. As you will mainly be communicating in English, with highly educated scientists, you need to demonstrate a high proficiency. - Organisational Skills: Demonstrated ability to organise, maintain and improve comprehensive documentation, guides, and schedules. - Technical Skills: Demonstrated experience managing complex IT systems/solutions. E.g. experience as system owner, conducting basic troubleshooting, testing and quality assurance. - Adaptability and Flexibility: Capacity to adapt to changing priorities and work effectively in a dynamic environment. Below are seen as merits - Experience from administration in an academic environment. - A higher education diploma from a relevant field. - Oral and written proficiency in Swedish. - Basic knowledge of database management (i.e. SQL - Oracle). - Experience and proficiency working with Excel. As a person you are pedagogical, structured, and can work effectively both independently and as part of a team. We are seeking a self-motivated individual with leadership skills and the ability to collaborate with colleagues from diverse disciplines and backgrounds. You are able to handle situations not covered by documentation and have a keen interest in contributing to continuous improvement. Balancing the big picture with attention to detail is essential. You are thorough, systematic and aim to avoid mistakes even in repetitive tasks. We place great emphasis on personal qualities. Please be specific in your application and cover letter about how your education and experience meet the required qualifications. What we offer When you join our MAX IV team, 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! Additional information: First round interviews will start August 19th and be ongoing. Final interviews are planned to be held during week 37-38. For further information, please visit: https://www.lunduniversity.lu.se/about-lund-university/work-lund-university http://www.sweden.se https://www.maxiv.lu.se/about-us/careers/compensation-benefits/ Probationary period may apply. On call services may apply. MAX IV is a Swedish national large-scale research laboratory hosted by Lund University. It provides scientists from Sweden as well as internationally, with state-of-the-art instrumentation for research in areas such as engineering, physics, structural biology, chemistry and nanotechnology. It will receive up to 2 000 scientists annually, conducting ground-breaking experiments in materials and life sciences using the brilliant X-ray light. 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