The selected candidate will serve as the workshop coordinator for NSLS-II and LBMS, as a member of the User Services, Communications, Education, and Outreach (USCEO) team at NSLS-II. With a high level of independence, the candidate will be responsible for coordinating and implementing all administrative, logistical, and budgetary aspects of conference management at the NSLS-II and LBMS facilities. The candidate will also be responsible for the proprietary user program at NSLS-II and LBMS, responsible for internal and external reporting and financial analysis.
Essential Duties and Responsibilities:
- Act as primary point of contact for all conferences, workshops, and training courses hosted by NSLS-II and LBMS.
- Responsible for developing, analyzing, and monitoring budgets for all conferences hosted by NSLS-II and LBMS including monthly reconcilement of all conference accounts, generating month-end financial reports of accounts, and presenting at monthly reconciliation meetings with the NSLS-II Business Operations Manager.
- Responsible for coordinating all conference logistics, including agendas, website, speakers, sponsors, travel, housing, food services, local catering venues, conference rooms, audio visual needs, online conference platforms, transportation, posters and other advertising, etc.
- Responsible for tracking receipt of all exhibitor/sponsor support funds, managing payments and expenses charged to the conference account, and preparing all close out documentation.
- Responsible for preparing workshop feedback surveys, compile responses and generate a report for organizers based on responses.
- Tracking proprietary proposals, beam time, preparing invoices, track payments, request bridge loans for the NSLS-II and LBMS proprietary program and preparing financial reports and statistics.
- Support the USCEO group in handling NSLS-II and LBMS user appointments, questions, and needs.
- Bachelor’s degree in Accounting, Business, or other relevant field, or equivalent experience, generally on the basis of 2:1 (experience: college) years plus 4 years related work experience.
- In depth knowledge and experience with business accounting skills and software.
- Ability to provide an excellent customer service experience to a globally diverse population and interact at all levels throughout the Laboratory.
- Demonstrated organizational skills and the ability to adapt quickly in an environment with short deadlines.
- Ability to work independently within established procedures and guidelines.
- Demonstrated writing and communication skills with a high attention to detail.
- Ability to work off-hours, especially during events.
- Proficiency in Quick Books, Power BI, Adobe Acrobat, Zoom, and MS Office 365 to include Word, Excel, Outlook, PowerPoint, SharePoint, and Teams.
- Discretion in handling confidential and/or highly sensitive matters.
- US citizenship required to access DOE databases.
Preferred Knowledge, Skills, and Abilities:
- Experience with credit card purchases, e-Pro, web requisitions and miscellaneous payments.
- Knowledge of the BNL guest registration process including training, badging, access cards, and dosimetry badges
- Have a working knowledge of the PASS proposal system.
- Working knowledge of the operations and processes at DOE user facilities.
- Experience with PeopleSoft, C-cure, and CONCUR and knowledge of DocuSign.
- Demonstrated experience using document control systems in SharePoint or other document management/record keeping systems.