Resource and Scheduling Coordinator

DEPARTMENT: Client Services

REPORTS TO: Department Supervisor/Manager/Director


The Resource and Scheduling Coordinator is responsible for all aspects of in-life study scheduling for the facility. In this role, the Resource and Scheduling Coordinator will maintain and coordinate on and off-site housing, assist in the allocation of animals to study, and provide administrative assistance with maintaining the facility colony. The ideal candidate will have in-depth knowledge of the nonclinical contract research processes, be self-motivated to drive timelines, and be able to work independently to manage competing priorities in a fast-paced environment.

  • Scheduling:
    • Create and maintain the schedule for all in-life procedures and studies
    • Order animals, coordinate shipments and deliveries, generate paperwork required for assignment to and release from study, coordinate long and short term housing, and schedule physical exams and other study specific requirements
    • Actively manage and participate in scheduling meetings and follow up on action items as required
    • Coordinate shipments of animal and study-related items (e.g. caging, equipment) to and from off-site storage
    • Maintain animal utilization data in an organized manner in company databases.
    • Assist the veterinary staff with the vendor approval process
    • Assist with managing the allocation of technical staff to procedures and studies
  • Purchasing:
    • Generate purchase orders and other required paperwork
    • Work with accounting to verify and approve invoices related to animal purchases, shipments, and housing
    • Establish and maintain vendor relationships
  • Communication:
    • Communicate final schedules and all scheduling changes in a timely manner across departments and with management
    • Communicate frequently with off-site housing facility and vendors
  • Other duties as assigned
  • Education: Minimum high school diploma (or equivalent); Associate’s or Bachelor’s degree in animal or life sciences preferred.
  • Experience: Minimum three years of experience scheduling, preferably in a nonclinical regulatory environment. A combination of professional experience or education in a related field may suffice
  • Certification/Licensure: Driver’s license
  • Other: Proficiency with computers and standard application software (e.g., Word, Excel), as well as off-the-shelf scheduling packages (e.g. Office Tracker, Microsoft Outlook)
  • Must be professional when working with internal and external customers, as well as with vendors
  • Must have exceptional oral and written communication skills, as well as organizational skills
  • The ability to problem-solve independently and think outside the box for creative ways to schedule activities
  • Must be able to work effectively as part of a team.
  • Specific vision abilities required by this job include close vision, color vision, depth perception, and the ability to adjust focus
  • Animal facility and laboratories with moderate noise possible.
  • Exposure to potential zoonotic agents, hazardous/noxious devices (e.g., needles, scalpel blades, etc.), chemicals (e.g., anesthetic gases, formalin, alcohols, xylenes, etc.) and/or radiation.
  • Office working environment with quiet noise conditions.
  • This position may require occasional domestic travel or performing duties on weekends and/or holidays.

All employees are required to satisfactorily perform the essential duties and responsibilities of their position. • The essential duties and responsibilities listed above are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required. • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

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