Administrative Assistant IV

Administrative Assistant

The Cornell Laboratory for Accelerator-Based Sciences and Education (CLASSE) carries out research in accelerator physics and engineering while supporting the operation of the Cornell Electron Storage Ring (CESR) for photon science through the Cornell High Energy Synchrotron Source (CHESS). The CHESS organization provides x-ray experimental facilities and brings in users from all around the world. We have a global reputation as a first-class facility.

Wilson Lab at Cornell University is a world-renowned research facility dedicated to advancing the frontiers of science and technology. We are home to CHESS (Cornell High Energy Synchrotron Source), a national user facility that supports a diverse community of researchers. We pride ourselves on delivering an exceptional experience to all our users and staff, fostering an environment of innovation, collaboration, and excellence.

Approximately 1,500 researchers and students (whom we refer to as "Users") are involved with CHESS each year. The CHESS User Office is the main point of contact for Users and manages a suite of workflow tools, including BeamPASS – a custom web application that tracks nearly 10,000 Users and 1,500 proposals, and is used to coordinate all aspects of reviewing, approving, scheduling, training, and reporting on the world-class scientific experiments conducted itionally, the CHESS User Office is the main point of contact for our CHESS staff scientists, CHESS Safety Committee, and Operations staff with regard to the User experience.

We are seeking a dynamic and solutions-oriented Administrative Assistant to support CHESS Leadership, CHESS Operations, and general CLASSE administration. In this role, you will play a crucial part in providing a world-class user experience through our established User Office while handling various administrative duties for CLASSE personnel at Wilson Lab. You will report directly to the CHESS User Office Manager and collaborate with multiple teams to ensure the efficient and effective operation of our lab.

Key Responsibilities

• Partner with the UO Manager to triage complex administrative, organization and operational needs of the CHESS User Office. Work daily, in person, with CHESS scientific, technical, and operations staff members (a group of more than 50 people) to support 24/7 User Operations.
• Utilize BeamPASS, our custom-built and internally supported User Database, to maintain experiment details, schedules, and user data to ensure current information, clear communication, and accurate reporting.
• Provide engaged, personable, and reliable customer service to our Users.

• Work closely with 15 beamline scientists to help facilitate scheduling changes for visiting User groups.
• Field, screen, redirect and respond to telephone and walk-in inquiries; answer questions proactively, serve as a reference for policies and procedures, and refer complex inquiries to others.
• Work with the UO Manager to oversee the UO email inbox. Send standard and non-standard responses, provide instructions, and involve other departments as needed to resolve user issues, often requiring timely responses.
• Manage building access via  for Users through Cornell Access It software, and parking passes through Cornell Transportation Portal.
• Work with communications group to update pages within a content management system according to pre-established schedules; make changes to the website as directed.

• Work with Communications group in scheduling and coordinating Wilson Lab tours.
• Assist Wilson Lab staff with travel arrangements and reimbursements.
• Assist with facilities and space related needs in Wilson Lab, such as name plate creation, updating monitors and posters, maintaining kitchen areas, conduct space inventory and reporting.
• Assist with planning and execution of Wilson lab and CHESS events including registration, scheduling presenters, logistics, accommodation requests, food & beverage, marketing materials, program materials, equipment rentals, etc.

What We Need

For further consideration, please submit a resume and cover letter.

• Associate's degree and 2–4 years of relevant administrative experience, or an equivalent combination of education and experience.
• Ability to cultivate and develop inclusive working relationships with students, faculty, staff, and community members.
• Proven organizational and time-management skills and capacity to handle competing priorities and frequent walk-in requests for assistance.
• Exceptional written and verbal communication skills and strong interpersonal skills with a proven ability to work with diverse audiences.
• A strong commitment to quality service, identifying customer needs, and referring/triaging appropriately are essential. Experience that demonstrates sound judgment, creativity, management, and problem-solving skills both individually and as part of a larger team.
• Propensity to navigate various forms of administrative technology such as Microsoft Office Suite, various databases, and communication…