NSLS-II Proposal Coordinator

Position Description

The National Synchrotron Light Source II (NSLS-II) is a user facility within the Energy and Photon Sciences Directorate at NSLS-II. More than 2,000 scientists per year use these facilities to perform state-of-the-art synchrotron microscopy experiments. As such, NSLS-II seeks a Proposal Coordinator to manage and support the end-to-end lifecycle of research proposals for the NSLS-II user program. The Proposal Coordinator serves as a central administrative and operational resource, ensuring the accuracy, timeliness, and consistency of proposal submission, review, allocation, reporting, and communication processes across multiple access mechanisms and partner programs. This role serves as a central point of contact for users, beamline staff, review panels, partners, and developers, ensuring proposal systems, reviews, allocations, and communications run smoothly, accurately, and on schedule. The selected candidate will be a member of the User Services, Communications, Education, and Outreach (USCEO) team at NSLS-II.

Essential Duties and Responsibilities:

• Coordinate the end-to-end proposal lifecycle, including submission, review, allocation, scheduling, notifications, appeals, and tracking of expiring proposals.
• Manage user accounts, logins, account transfers, and respond to inquiries through the NSLS-II proposals inbox.
• Prepare, maintain, and analyze proposal-related statistics and reports, including subscription rates, cut-off scores, and allocation distribution data.
• Organize and support allocation and scheduling meetings.
• Maintain proposal templates, procedures, and standard email communications.
• Support the Proposal, Allocation, and Scheduling System (PASS), including testing, configuration, and setup of new beamlines, proposal types, roles, panels, and announcements; participate in weekly meetings with system developers.
• Support Proposal Review Panels by soliciting and inviting members, maintaining PRP databases, preparing correspondence, and coordinating triannual meetings, travel, and logistics.
• Coordinate Partner User proposal management, including agreements, progress reports, biannual meetings, and contribution tracking.
• Support the USCEO group by responding to user questions and addressing user needs.

Required Knowledge, Skills, and Abilities:

• Bachelor's degree with coursework, or training, specifically related to the position requirements may offset qualifying experience of 2:1 (experience : college) years. Demonstrated experience coordinating administrative or programmatic processes involving multiple stakeholders.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Proficiency with MS Office 365 tools including Word, Outlook, PowerPoint, Excel, OneNote, SharePoint, Forms, and Teams.
• Ability to work independently and collaboratively in a scientific user facility environment.
• Proficiency in Adobe Acrobat, Zoom, and MS Office 365 to include Word, Excel, Outlook, PowerPoint, SharePoint, and Teams.
• US citizenship is required to access DOE databases.

Preferred Knowledge, Skills, and Abilities:

• Experience supporting scientific user facilities and proposal review processes.
• Experience with preparing statistics and related reports
• Familiarity with proposal management systems and scheduling tools.
• Knowledge of PASS, PowerBI, GIS, C-Cure, PeopleSoft, DocuSign, and/or Concur.
• Experience coordinating meetings, travel, and logistics.

Other Information:

• Full-time onsite position.

Brookhaven National Laboratory is committed to providing fair,equitableand competitive compensation. The full salary range for this position is $68,600.00 - $84,000.00 / year. Salary offers will becommensuratewith the final candidate's qualification, education and experience and considered with the internal peer group.

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About Us

Brookhaven National Laboratory (www.bnl.gov) delivers discovery science and transformative technology to power and secure the nation's future. Brookhaven Lab is a multidisciplinary laboratory with seven Nobel Prize-winning discoveries, 37 R&D 100 Awards, and more than 70 years of pioneering research. The Lab is primarily supported by the U.S. Department of Energy's (DOE) Office of Science. Brookhaven Science Associates (BSA) operates and manages the Laboratory for DOE. BSA is a partnership between Battelle and The Research Foundation for the State University of New York on behalf of Stony Brook University. BSA salutes our veterans and active military members with careers that leverage the skills and unique experience they gained while serving our country, learn more at BNL | Opportunities for Veterans at Brookhaven National Laboratory.

Equal Opportunity/Affirmative Action Employer

Guided by our core values of integrity, responsibility, innovation, respect, and teamwork, Brookhaven Science Associates is an Equal Employment Opportunity Employer-Vets/Disabled. We are committed to fostering a respectful and collaborative environment that fuels scientific discovery. We consider all qualified applicants without regard to any characteristic protected by law. All qualified individuals are encouraged to apply. We ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation. *VEVRAA Federal Contractor

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