Wilson Lab Administrative Assistant

About the Cornell Lab for Accelerator-based Sciences and Education (CLASSE)

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 at CHESS. Additionally, 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.

The Opportunity

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:

User Office Administrative Support:

• Draft standard and non-standard responses, merge files, and produce letters of intent.
• Coordinate the submission of articles and maintain list services.
• Set up and maintain filing systems, databases, and design spreadsheets from various information systems.
• Schedule appointments, meetings, and locations using electronic calendars; attend meetings and prepare notes.
• Maintain and update pages within a content management system; make changes to the website as directed.
• Order supplies and maintain inventory using online software.
• Partner with the User Office Manager to address complex administrative and organizational needs, working with a variety of staff.

First Point of Contact for Users:

• Provide excellent customer service to users visiting our lab.
• Communicate routine and complex information to a high-level research user community via phone, email, and website management.
• Assist potential users through the proposal submission process with consistent communications.
• Field, screen, redirect, and respond to nonstandard inquiries; serve as a reference for policies and procedures.
• Facilitate relationships between the research user community, CHESS User Office, CHESS Safety personnel, and staff scientists.

Wilson Lab Administrative Support:

• Assist with planning and execution of events, including registration, scheduling presenters, logistics, accommodation requests, and more.
• Coordinate with CLASSE IT, key stakeholders, and other Cornell services for event support.
• Manage conference room scheduling and A/V support.
• Schedule interviews for potential Wilson Lab personnel.
• Assist with coordination of space moves and office relocations.
• Manage new employee ID card/security access, keeping accurate records.
• Work with the communication team to update web pages and schedule lab tours.

Other Responsibilities:

• Participate in projects with occasional work responsibilities falling above or below current classification.

If you are a collaborative and detail oriented administrative professional interested to support an innovative research group, we encourage you to submit your resume and cover letter. We look forward to welcoming a new member to our dedicated and passionate team at Wilson Lab!

What We Need

All applications must include a resume and cover letter for full consideration.

• Associate’s degree and 2-4 years relevant experience