Biomedical Resource and Scheduling Coordinator

DEPARTMENT: Applied Sciences

REPORTS TO: Associate Director


The Biomedical 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 animals 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).
  • Professionalism when working with internal and external customers, as well as with vendors.
  • Exceptional oral and written communication skills, as well as organizational skills.
  • Ability to independently problem-solve and to think creatively to schedule activities.
  • Ability 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.
  • May require occasional duties on weekends and/or holidays.
  • May require occasional travel.

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.

If you are interested in this opportunity please send your CV to