Administrator for the Department of Industrial and Materials Science IMS

We are now looking for an Administrator for the Department of Industrial and Materials Science IMS and the Virtual Development Laboratory (VDL), which is IMS's own conference venue. The department has several meeting rooms and a conference facility for both virtual and physical meetings. The Virtual Development Laboratory VDL is a larger conference room with a mingling area. The venue is equipped with technology for research collaborations and remote meetings and is used frequently. Support for users is crucial for the operation and for providing guests with a professional experience.

The assignment starts on May 20th and the scope is 60%, working 4 days a week, with the assignment estimated to last until December 19, 2025.

About the position

We are looking for an administrator with a strong sense of service and experience in technical support for presentations and virtual meetings. Ordering and providing catering for our meetings and conferences is also an important part of the job, as well as more administrative tasks such as purchasing office and break room supplies, mobile phones, travel bookings, and hotel reservations for guests, as well as tasks related to our offices and break rooms, among others. The current distribution of tasks may vary over time but will be continuously assessed.

Your main responsibilities

We offer you the opportunity for a versatile role within a supportive and quality-focused team of 10 people led by the department's administrative manager. The position allows you to be a quality-conscious partner and a smooth proactive problem solver for practical matters within administration.

You will be part of the administrative support team around VDL, ensuring clear booking procedures and providing support before and during events. You will provide support and assistance to users, including instructing VDL users on how the equipment works and being available as support before and during the events held in the venue. The users may be IMS doctoral students or faculty as well as guests from various parts of the world.

Who are you?

We are looking for someone who wants to make both us and themselves better - you see this job as a chance to combine service, support, and technology with administration. As a person, you are positive and meticulous, delivering quality without getting stuck on a detail longer than necessary. You are solution-oriented with the ability to create clear routines, simplify, and work smart without compromising service. Flexibility and the ability to prioritize/re-prioritize daily is of great importance, and a normal day involves working on campus and a lot of movement between meeting rooms and floors.

The role requires a high administrative ability, pronounced collaboration skills, and relational competence, as well as the ability to work both independently and collaboratively in a team with colleagues. You can and want to work in administrative systems such as Proceedo, the Office suite, and with technical equipment at the user level, as well as manage administration, planning, and execution of meetings and conferences. Experience in reception work, event work, or other roles in the service industry is considered an advantage.

Good Swedish and English in both spoken and written form is a requirement as communication occurs in both languages.

About the organization

The Department of Industrial and Materials Science (IMS) strengthens the future industry in a sustainable society with knowledge and technical solutions. Through research, innovation, and education, we create future industrial value chains. We operate in an international environment. Research collaborations, external contacts with industry, authorities, and other universities, as well as conferences, are an important part of the institution's research environment. Local operational support is a valued and important part of the organization, providing professional and responsive support to our researchers, teachers, and students.