CHESS User Office Manager

The Cornell High Energy Synchrotron Source (CHESS) is an X-ray experimental facility that hosts researchers (users) from around the world. CHESS has an immediate opening for a User Office Manager. The successful candidate in this position will support the research mission of CHESS through efficiently managing the User Office and supporting an exceptional experience for our users. The position is located in Ithaca, New York, and requires full-time presence on the Cornell campus.

The Opportunity

As CHESS User Office Manager, you will be responsible for all business and administrative needs of the User Office. Approximately 1,500 researchers and students (whom we refer to as "Users") are involved with CHESS each year, both remotely and in person. The CHESS User Office is the main point of contact for Users and manages a suite of workflow tools, including our User Database - a custom web application that tracks nearly 10,000 Users and 1,500 proposals. This database is used to coordinate all aspects of reviewing, approving, scheduling, training, and reporting on the scientific experiments conducted at CHESS.

The CHESS User Office comprises two full-time staff who provide service in person, Monday - Friday from approximately 8am-4:30pm. In this position, you will lead the office, supervise an administrative assistant, and train CHESS Operators who provide off-hours coverage.CHESS operates 24/7 at times throughout the year; during these times, occasional off-hours (remote) support may be needed.

You will work closely with our IT development team, CHESS Safety Committee, CHESS Staff Scientists, and Operations staff to coordinate development of new workflows, streamline processes, and recommend improvements for more efficient function. You will interact frequently with others and must initiate and maintain effective relationships via email, video conferencing, phone, and in person. To accomplish these responsibilities, you will use various administrative tools, including Microsoft Suite, our in-house database, reporting tools, and scheduling software.

As part of the Cornell community, you will help foster a culture of belonging and a healthy work environment by communicating across differences; being cooperative, collaborative, open, and welcoming; showing respect, compassion, and empathy; engaging and supporting others regardless of background or perspective; speaking up when others are being excluded or treated inappropriately; and supporting work/life integration of oneself and others.

Duties will include:

• Assisting users with any aspect of their User Experience, from submitting their proposals, to visiting CHESS to conduct experiments, to remotely accessing their data after their experiment has ended

• Ensuring that users have completed all required steps and training prior to their arrival onsite

• Working closely with staff scientists to manage the User Database calendar for 7-10 beamlines

• Documenting office procedures and processes and identifying opportunities for improved workflow and process improvements

• Updating and maintaining the User Database and working with CHESS leadership on their data needs

• Working closely with our IT developers to identify and test changes, and set priorities, for our User Database development

• Managing building access to Wilson Lab and providing other facility support

• Supporting workshops, meetings, and outreach activities

What We Need
Send us a cover letter and resume outlining your interest in this position and explaining how your experience and qualifications match the position requirements. Your letter is an important component of your application. Note that visa sponsorship is not available for this position.

When evaluating your candidacy, we will look for evidence of the following:

• Associate's degree and 2-4 years of relevant experience; or an equivalent combination of education and relevant experience

• Experience with database management

• Self-motivated and able to work independently, with minimal day-to-day supervision

• Proven organizational and time management skills

• Record of providing exceptional service, solving problems, and using sound judgment

• Effective communication skills and the ability to interact effectively with groups and individuals

• Ability to cultivate and develop inclusive working relationships with students, faculty, staff, and community members

Additionally, although not required, we would like to see evidence of:

• Experience using GitLab or other issue tracking/project management software

• Experience within a research laboratory with external users

• Experience with Cornell systems

• Supervisory experience

About Us

The Cornell High Energy Synchrotron Source (CHESS) is one of the most advanced scientific facilities in the world, and its pioneering capabilities are helping to keep the United States at the leading edge of scientific research. Located on the central campus of Cornell University, CHESS is internationally recognized for providing high intensity X-ray beams and advanced instrumentation to scientists and students around the world. The lab is comprised of eight state-of-the-art beamlines, each of which routinely hosts world-leading research in physics, chemistry, biology, environmental sciences, materials science, cultural heritage, and engineering. CHESS is committed to engaging with industry, academia, and government through its funding from the National Science Foundation, Air Force Research Lab, National Institute of Health, and New York State.

The Cornell Laboratory for Accelerator-Based Sciences and Education (CLASSE) advances the frontiers of research in accelerator physics and engineering as well as supporting operation of the Cornell Electron Storage Ring (CESR) for photon science through CHESS. We have a global reputation as a first-class facility.

Rewards and Benefits

• This position is located on the campus of Cornell University in Ithaca, New York. Cornell receives national recognition as an award-winning workplace for our health, wellbeing, and sustainability.

• Our benefits programs include comprehensive health care options, generous retirement contributions, access to wellness programs, and employee discounts with local and national retail brands. We invite you to follow this link to get more information about our benefits: Understand Your Benefits | Working at Cornell.

• Our leave provisions include health and personal leave, three weeks of vacation and 13 holidays: Martin Luther King, Jr. Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving and the day after, and an end of the year winter break from December 25-January 1. To offer greater flexibility for observing faiths and traditions, we also offer two additional floating holidays. Learn more about our generous leave provisions: Holiday and Accrued Time Off | Working at Cornell.

• Cornell's impressive educational benefits include tuition-free Extramural Study and Employee Degree Program, tuition aid for external education, and Cornell Children's Tuition Assistance Program. Learn more about our extensive educational benefits: Education Benefits | Working at Cornell.

• Follow this link to learn more about the Total Rewards of Working at Cornell: Total Rewards | Working at Cornell.

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