Research Facilities Specialist

Reporting directly to the Manager of Research Facilities and Emergency Planning, administrative support for Research Facilities and Emergency Planning (RFEP). This includes, but is not limited to: office, lab and equipment moves, and project and program management, inventory, equipment maintenance, scheduling event, facilities, reserving resources and budget tracking. Acts as the Beckman Research Institute (BRI) Sub-Command Post Information Manager.

Essential Functions:

Facilities Maintenance

  • Primary responder for all centralized alarmed facilities. (Freezers, cold room, etc).
  • Equipment: Direct responsibility for the Beckman Center Freezer Farm as a component of BRI’s Emergency Planning. Administers and distributes spares for -80s, -20s, refrigerators, and Cryo Tanks as required to protect laboratory samples for all Principal Investigators and cores facilities throughout BRI. Monitors the repair status of freezers and equipment and also provide units for defrosting maintenance.
  • Engineering requests: Coordinates with Research Facilities Technical Coordinator to produce Engineering requests as they identify problems in buildings, utilities, or Engineering supported equipment in all Research Buildings, to produce BIS Requests as they identify them for all Research Shared Equipment and in response to requests by users who have problems with their own equipment.
  • Service: Direct responsibility of coordinating and overseeing ordering and setup of services in new buildings major renovations, including but not limited to EVS, Waste management, Cintas, Office Depot, Image 2000 and Merry X-Ray.
  • Conference Rooms: Direct responsibility for establishing a Research Conference Room A/V scheduling systems to include a Research Meeting Request system, conference room calendars, ensuring assignment or personnel responsibilities to calendar assignments and maintenance.
  • Storage: Direct responsibility for the Beckman Center Equipment Storage rooms to include inventory documentation, storage cycle times, proper utilization and labeling of storage materials. Direct responsibility for Warehouse C Inventory documentation.

Shared Facility Management – Provide day to day administrative support

  • Coordinate with vendor training personnel to schedule regular training meetings.
  • Send email announcement to inform investigators of upcoming training sessions.
  • Reservation of appropriate sized meeting room and machines to be used for Hands-on training.
  • Manage distribution list: adding and deleting users as required.
  • Coordinate with vendor to schedule upcoming maintenance.
  • Manage Outlook user schedule which includes:Notification of unscheduled maintenance and repairs.
  • Contact person for users to notify of equipment issues for this units.
  • Submit all BIS, Helpdesk request as required for repair for these units.
  • Notify users of changes to the schedule that may impact usage.
  • Monitor machines via network to ensure proper operation, user statistics and automatic licensing updates

Shared high and ultra high speed centrifuge management – Provide day to day administrative support

  • Work with BIS on programming and to serve as the contact person for the implementation of a log- in access system for all larger floor centrifuges in the shared areas.
  • Maintain knowledge of the working condition and future needs of the equipment

Administrative Support

  • Under the direction of the RFEPM, prepare and submit all necessary CEAs, POs, and Meditract. Documentation to purchase all the equipment required by small renovation projects and emergency replacement for BRI, excluding equipment as part of new building projects. Assist with tracking, and preparation of project budgets and budget reports. Responsible for the inventory controls for storage within Research Buildings and Warehouse.
  • Under the direction of supervisor, as part of the BRI Emergency Planning committee, manages and updates all documentation of BRI Emergency Plans and Appendices.
  • Organize and maintain all RFEP Project files and storage in office and Beckman Building Storage area.
  • Direct responsibility to act as the BRI Sub-Command Post Information Manager as part of BRI Emergency Planning and Execution. Direct responsibility to act as the BRI Sub-Command Post Information Manager in all drills and in the case of a real emergency.

Follows established City of Hope and department policies, procedures, objectives, performance improvement, attendance, safety, environmental, and infection control guidelines, including adherence to the workplace Code of Conduct and Compliance Plan. Practices a high level of integrity and honesty in maintaining confidentiality.

Performs other related duties as assigned or requested.

Minimum Education and Skills Required for Consideration:

  • Bachelor’s degree, experience may substitute for minimum education requirements.
  • 3 or more years of experience in a research environment
  • Display tact/courtesy in dealing with Vendors and COH employees under a variety of situations
  • Thorough knowledge of Research laboratory functions and requirements. Thorough experience with Laboratory organization.
  • Excellent oral and written communication skills
  • Knowledge of Windows, Excel, Word, PowerPoint, Outlook.
  • Atmosphere and environment associated with an office/lab setting.
  • Conditions Subject to many interruptions, occasional pressure, due to multiple calls and inquiries, requires judgment that could affect the image of the City of Hope, occasional pressure due to deadline requirements, exposed to material of a confidential nature on a regular basis.
  • Light physical effort (lift/carry up to 50 lbs.), mostly sedentary work, occasional prolonged standing/walking, works at PC involving focused concentration, extensive telephone activity, occasionally lifts supplies/equipment, occasional reaching, bending, kneeling, crouching.

About City of Hope

City of Hope, an innovative biomedical research, treatment and educational institution with over 4000 employees, is dedicated to the prevention and cure of cancer and other life-threatening diseases and guided by a compassionate, patient-centered philosophy. Founded in 1913 and headquartered in Duarte, California, City of Hope is a remarkable non-profit institution, where compassion and advanced care go hand-in-hand with excellence in clinical and scientific research. City of Hope is a National Cancer Institute designated Comprehensive Cancer Center and a founding member of the National Comprehensive Cancer Network, an alliance of the nation’s 20 leading cancer centers that develops and institutes standards of care for cancer treatment.

City of Hope is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, or status as a qualified individual with disability.

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