NSLS-II Proposal Coordinator

Brookhaven National Laboratory • Ridge, NY

1d • $68,600 - $84,000 • Onsite

About The Position

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.

Requirements

• 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.

Nice To Haves

• 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.

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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level