User Access Operations Coordinator

Lund University; Lunds kommun; On-site; SEK 402,000 - 513,000; Full time

Job summary

Lund University’s MAX IV Access & Collaborations team seeks an organized Operations Coordinator to join the User Office. You will support efficient, transparent user access processes, provide guidance to users and staff, and help develop services and tools.

Fluent English is essential; Swedish language skills or willingness to learn are expected. The role emphasizes teamwork, documentation, and continuous improvement in a dynamic research environment at Lund.

Qualifications

• Experience coordinating multiple activities with accuracy.
• Strong communication and interpersonal skills.
• Experience developing documentation, training materials or delivering presentations/workshops.
• Excellent verbal and written English (primary working language).
• Proficiency in Swedish or ability to communicate in Swedish environment.
• Ability to adapt to changing priorities and contribute to organizational development.
• Comfort with digital tools and administrative systems.

Responsibilities

• Coordinate and support activities for efficient and transparent user access processes.
• Provide guidance and support to users, staff and stakeholders regarding User Office services and systems.
• Plan, administer and follow up recurring operational activities.
• Develop and maintain documentation, communication materials and user guidance resources.
• Support and ongoing development of systems and tools used by the User Office.
• Contribute to reporting, data management and operational follow-up activities.
• Contribute to development and improvement of User Office services, systems and practices.
• Take ownership of assigned activities while supporting team objectives.

Skills

Coordination

Planning

Communication

Documentation

Presentations

Office Tools

Swedish

English

Tools

Microsoft Excel

Microsoft Office

Job description

Lunds universitet, MAX IV, Access & Collaborations

Lund University was founded in 1666 and is repeatedly ranked among the world’s top universities. The University has around 46 000 students and 8 500 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 equality, equal opportunities and diversity as a strength and an asset.

MAX IV is looking for acollaborative and well-organisedOperations Coordinatorto join the User Office, a part of the Access & Collaborations group.

Your team

The Access & Collaboration group plays a crucial role in enabling researchers from around the world to access and benefit from MAX IV Laboratory.The User Office supports user access to MAX IV through the coordination of key operational processes, user support services and the development of efficient tools and practices. Working closely with MAX IV colleagues, researchers and other stakeholders, you will help ensure a professional, efficient and transparent user experience.

As the User Office continues to evolve its ways of working, you will contribute both to daily operations and to the development of services, routines and team practices.

Would you like to work at one of the brightest light sources in the world?

About the role

The User Office is developing a collaborative operating model in which team members work across the full portfolio of activities and support one another in both daily operations and development work. While individual ownership may be assigned to specific processes or areas of responsibility, success depends on teamwork, knowledge sharing and a shared commitment to delivering high-quality services.

As an Operations Coordinator, you will play an active role in strengthening this way of working and helping to build a flexible, resilient and service-oriented operational function.

Your main work tasks will be

• Coordinate and support activities that contribute to an efficient and transparent user access process.
• Provide guidance and support to users, staff and other stakeholders regarding User Office services and systems.
• Contribute to the planning, administration and follow-up of recurring operational activities.
• Develop and maintain documentation, communication materials and user guidance resources.
• Participate in the administration, support and ongoing development of systems and tools used by the User Office.
• Contribute to reporting, data management and operational follow-up activities.
• Contribute to the development and improvement of User Office services, systems and operational practices.
• Take ownership of assigned activities and processes while contributing to the shared responsibilities and objectives of the User Office.

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

• Proven experience in coordinating, planning and prioritising multiple activities simultaneously while maintaining structure, accuracy and a high level of quality.
• Strong communication and interpersonal skills, with the ability to provide reliable support to MAX IV users and build effective working relationships with staff throughout the organisation.
• Experience developing documentation, training resources or delivering presentations and workshops.
• Excellent verbal and written communication skills in English. As English is the primary working language in this role, a high level of written and spoken English is essential.
• Confidence working with digital tools and administrative systems, including Microsoft Office applications, and the ability to quickly learn new technologies and processes.
• Proficiency in Swedish, or the ability to communicate effectively in a Swedish-speaking environment.
• The ability to adapt to changing priorities and contribute positively to organisational development and improvement initiatives.

Below are seen as merits

• Experience from a university, research organisation, large-scale research infrastructure or another knowledge-intensive and international environment.
• Experience working with reporting, data analysis or operational follow-up activities, including advanced proficiency in Microsoft Excel.

As a person you are collaborative, structured, proactive and enjoys working with people, processes and systems. You take responsibility for your work while recognising the value of teamwork and shared ownership in achieving common goals.

You are service-minded, adaptable and comfortable navigating situations where established procedures do not provide all the answers. You communicate clearly, build trust with colleagues and stakeholders, and approach challenges with curiosity and a solution-oriented mindset.

We value individuals who share knowledge, support colleagues and contribute to a positive and collaborative team culture.

We place great emphasis on personal qualities. Please be specific in your application about how your education, experience and personal approach align with the qualifications and responsibilities described above.

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!

MAX IV is a Swedish national large-scale research infrastructure hosted by Lund University. It provides scientists from Sweden and abroad, with intense x-rays and state-of-the-art instrumentation for research in areas such as engineering, physics, structural biology, chemistry and nanotechnology. Its 16 beamlines receive up to 2 000 scientists annually, conducting ground-breaking experiments in materials and life sciences using the brilliant X-rays.

Permanent position – (starting with a temporary contract)

Full time

As per agreement

Monthly salary

1

100

Lund

Sweden

PA2026/3028

Union representative