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CNMS User Program Coordinator

Date: Jun 22, 2022

Location: Oak Ridge, TN, US, 37930

Company: Oak Ridge National Laboratory

Requisition Id 8492 


We are seeking a User Program Coordinator who will perform a variety of functions to regularly manage data (user statistics, user proposals, publication statistics, etc.) resulting from user interactions at the Center for Nanophase Materials Sciences (CNMS) at Oak Ridge National Laboratory (ORNL).  In this role, you will work closely with the CNMS User Program Director and the CNMS Division Director to collect, manage, organize, analyze, and publish facility data/metrics that will be included in reports to ORNL leadership and the Department of Energy (DOE).  You will organize annual user meetings and interact directly with the User Executive Committee and publish the quarterly newsletter, the Nanopost.



As part of our team, you will interact regularly with CNMS staff scientists and users/visitors from different backgrounds to compile summaries of activities and output from the CNMS, which will include annual surveys.  While the position requires interacting with many people, much of the work is conducted independently as part of everyday user facility operations and responding (quickly) to ORNL and DOE requests for up-to-date information is often needed.  Thus, a high degree of independence and excellent coordination and communication skills are required for this position.


Major Duties/Responsibilities: 

  • Collect and analyze publication results from experiments conducted at CNMS by staff and users.  This includes Identification of publications, including those of high impact, with analysis by instrument, facility, instrument type, participating organization, and date.   Extract and evaluate data and generate reports, charts, and presentation materials.
  • Analyze, maintain, and optimize the collective user system (website) from user proposal submission, review, and confirmation, to tracking user experiments and user publications.
  • Benchmark related user facilities, as appropriate, for comparisons in areas such as publications and user access, using SciVal or other tracking/data systems.  Generate reports, charts, etc. as needed/requested.
  • Gather and effectively integrate appropriate information for DOE reports and reviews; maintain, update, and enhance existing report structures, and implement best practices regarding report design and delivery.
  • Determine output tied to past Laboratory-funded initiatives such as LDRD and other funding agencies; identify and summarize CNMS interactions with other ORNL resources (including research divisions, user facilities, energy frontier research centers (EFRC), Quantum Science Center (QSC), etc).
  • Coordinate and oversee the biannual user proposal call process (as well as rapid access proposal submissions) including advertising/notification, proposal submissions, proposal reviews, user notifications, and data management and reporting. Work with customers (CNMS users), the User Executive Committee, and CNMS R&D staff to recommend process/customer service improvements to the on-line CNMS User Proposal System (CUPS) and other CNMS data management systems.
  • Work closely with IT and software development teams at ORNL to implement changes to systems (CUPS, we site, data management systems), track issues, perform software QA testing, and plan software updates.
  • Document, track, and maintain business rules and policy including system changes, and communicate changes to customers and staff in a timely manner.
  • Co-organize the Annual CNMS User Meeting with User Executive Committee members and CNMS User Program Director. 
  • Prepare and conduct information and training sessions for the CNMS User Executive Committee Meetings, CNMS R&D staff, and CNMS administrative support staff.
  • Publish quarterly CNMS user newsletter, the Nanopost, by gathering data from staff and users; this will include formatting all information and disseminating to current and former users (as well as internal ORNL staff).
  • Communicate effectively both verbally and in writing with CNMS users, CNMS leadership and staff, CNMS User Executive Committee, and DOE when needed.  Interact with customers (CNMS users and staff) to address questions and resolve problems.
  • Ensure compliance with environment, safety, health, and quality program requirements.
  • Maintain strong commitment to the implementation and perpetuation of values and ethics.
  • Assist staff and occasionally perform tasks outside of primary assignments.
  • Participation in user group meetings/conferences and travel may be expected occasionally to benchmark other laboratories and user facilities.


Basic Qualifications:

  • A bachelor's degree in business administration, library sciences, data analysis, or a related field
  • A minimum of 2 years’ experience in administration services or program administration
  • Candidates with >10 years’ experience working in a similar field may be considered on a case-by-case basis


Preferred Qualifications:

  • Experience working in a user facility environment
  • Experience in Microsoft Excel and Word; experience putting together reports and managing documents
  • Excellent written and oral communication skills
  • Motivated self-starter with the ability to work independently and to participate creatively in collaborative teams across the laboratory 
  • Ability to function well in a fast-paced research environment, set priorities to accomplish multiple tasks within deadlines, and adapt to ever changing needs


Special Requirements

Three letters of reference are required and can be uploaded to your profile or emailed directly to  Please include the title of the position in the subject line.


This position will remain open for a minimum of 5 days after which it will close when a qualified candidate is identified and/or hired.

We accept Word (.doc, .docx), Adobe (unsecured .pdf), Rich Text Format (.rtf), and HTML (.htm, .html) up to 5MB in size. Resumes from third party vendors will not be accepted; these resumes will be deleted and the candidates submitted will not be considered for employment.

If you have trouble applying for a position, please email

ORNL is an equal opportunity employer. All qualified applicants, including individuals with disabilities and protected veterans, are encouraged to apply.  UT-Battelle is an E-Verify employer.

Nearest Major Market: Knoxville