Purchasing and Operations Assistant

DEPARTMENT: Veterinary Services and Technical Operations

REPORTS TO: Department Supervisor/Manager/Director


The Purchasing and Operations Assistant will primarily provide administrative support to the Veterinary Services and Technical Operations Department, but may assist other departments as well. In this role, the candidate will work directly with Technicians, Supervisors, Managers, Study Directors and Finance department to complete the day-to-day office activities within the department, including but not limited to: surgical/veterinary medical supply inventory, order creation and supply and equipment receipt, reconciliation of purchase order and packing list documents, scheduling of equipment maintenance and associated administrative duties.

The ideal candidate will have strong organizational skills and attention to detail, learn quickly, and be able to work under moderate supervision to complete assigned tasks in a fast-paced environment with tight deadlines. Experience in a biomedical research, veterinary or hospital setting is strongly preferred

  • Maintain inventory for multiple operating rooms and facilities housing animals.Duties include, but are not limited to: daily inventory of facilities to identify purchasing needs, generation of purchase orders for veterinary, medical, surgical and administrative supplies, tracking and receipt of ordered materials and restocking supplies.
  • Liaise with finance team to ensure accuracy of invoicing for goods received and inventory used in studies.
  • Receive study-specific equipment and supplies, and completion of associated chain of custody, inventory and usage paperwork.
  • Prepare and ship departmental materials/documents.
  • Assist departmental management with scheduling equipment and facilitymaintenance and completion of associated paperwork, as well as escorting equipment service technical personnel throughout the buildings during on-site visits.
  • Perform quality control (QC) of departmental data, prepares data binders for submission to other departments or archive, assists with gathering documents for auditors, and responds to quality assurance audits.
  • Create employee training binders and assisting with scheduling of training for new personnel.
  • Collaborate with other departments as needed.
  • Maintain familiarity with biomedical research, veterinary medicine, surgery, Good Laboratory Practice (GLP) regulations and basic accounting procedures.
  • Assist with other special projects as assigned.
  • Education: Minimum high school diploma or equivalent; Associates degree in life sciences preferred.
  • Experience: 0-1 years related experience; this is an entry-level position. A combination of professional experience or education in a related field may suffice; exposure to a research, veterinary or surgical field is preferred. Basic understanding of accounting practices is helpful.
  • Certification/Licensure: Valid drivers license required.
  • Excellent communication skills, both verbal and written, with superiors, staff, and individuals inside and outside of the company.
  • Other: Proficiency with computers and standard application software (e.g., Microsoft Office and other company-specific software applications).
  • Must be able to perform laboratory procedures, which require talking, hearing, standing or sitting for long periods of time, entering data into a computer, using appropriate instruments, reaching with hands and arms, working in narrow spaces, and wearing safety equipment (Personal Protective Equipment) according to OSHA regulations and company standards.
  • Ability to occasionally lift and move at least 50 pounds.
  • Must be present on site in Lexington ~9am-5pm Monday through Friday.
  • 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.
  • Busy office working environment with quiet noise conditions.
  • This position is based in Lexington, MA and is an in-person (not hybrid) role. Occasional travel to Grafton, MA is expected.

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 jobs@cbset.org.