Research Facilities Services Coordinator

Requisition ID:

Position Number:

Posting End Date: August 3, 2024

City: Winnipeg

Employer: Shared Health

Site: Health Sciences Centre

Department / Unit: Research Administration

Job Stream: Non-Clinical

Union: Non Union

Anticipated Start Date - End Date: 09/02/2024 - 03/31/2026

Reason for Term: Other Leave

FTE: 1.00

Anticipated Shift: Days;Standby coverage as required

Work Arrangement: In Person

Daily Hours Worked: 7.75

Annual Base Hours: 2015

Salary is commensurate with education and qualifications.

Shared Health leads the planning and coordinates the integration of patient-centered clinical and preventive health services across Manitoba. The organization also delivers some province-wide health services and supports centralized administrative and business functions for Manitoba health organizations.

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Under the general direction of the Manager of Research Operations, the incumbent is responsible for providing day-to-day administrative support for the allocated inventory of dedicated research space (wet/dry laboratory and office space) and equipment resources managed by Shared Health Research and Innovation (SHRI) within, but not limited to, Shared Health / HSC, including Kleysen Institute for Advanced Medicine (KIAM), and the John Buhler Research Centre (JBRC) campus.

Duties include:

1. Provides administrative facility support to relevant research related stakeholders assigned and occupying dedicated research laboratory and office space managed by SHRI.
2. Receives, reviews, evaluates need and recommends appropriate research space assignments for consideration by leadership for all space managed by SHRI.
3. Generates and manages applicable facility space and equipment documentation and records (e.g., MOUs, occupancy agreements, etc.); Prepares and provides documentation to applicable stakeholders as required; maintains contact lists and maintains and manages the space allocation and utilization database.
4. Facilitates facility access and key requests and maintains key box inventory and access and key databases.
5. Receives, reviews and allocates cold chain storage space in equipment owned and operated by SHRI.
6. Liaises with maintenance, housekeeping, environmental health and safety, workplace health and safety and other applicable departments to ensure the delivery of a safe and sustainable work environment, generating required work orders and ensuring timely completion.
7. Maintains the preventative maintenance program, including, but not limited to, establishing and maintaining annual preventative maintenance (APM) schedules for all SHRI owned laboratory and medical equipment in accordance with applicable laws and regulations.
8. Coordinate required repairs and decommissioning of shared laboratory and medical equipment with internal and external service providers and vendors.
9. Prepares reports, including, but not limited to, space allocation and utilization reports, for SHRI leadership as required and identify issues/problems or areas requiring improvement and prepare recommendations for review and approval by SHRI leadership.
10. Ensures compliance with workplace safety and laboratory containment level protocols, policies and guidelines.
11. Assists in procuring quotations and vendor selection in accordance with SH policy for equipment and furniture.
12. Provides consultation and administrative direction to research personnel regarding research project readiness and may facilitate research project preparation through information and requirements gathering from participating functional units.
13. Assists with various portfolio space, planning and staff move related initiatives as required.
14. Assists leadership in planning and execution of infrastructural renovations.
15. Develops and maintains administrative and planning guidelines, standard operating procedures and protocols as it relates to the administration of research space managed by SHRI.
16. May be required to perform other duties and functions as assigned related to this job description not exceeding above stated skills and capabilities.

• Previous experience in space management and/or facilities management within a research, healthcare, laboratory or hospital setting is required.
• Previous work experience in and familiarity with laboratory operations, practices and equipment is preferred.
• Experience in supply chain or procurement of furnishings and equipment is preferred.
• Understanding of security access control systems, laboratory biosafety and laboratory containment level protocols is preferred.
• Previous project management experience is an asset.

• Undergraduate degree in science, business administration or a health-related discipline is required.
• Equivalent combination of education and experience may be considered.

Not applicable

• Excellent interpersonal skills, with good communication, strong organizational skills and attention to detail is essential.
• A demonstrable approach to problem-solving attitude is required.
• Basic computer skills and experience using a variety of software programs including Microsoft Office Suite.
• Experience in the management of spreadsheets, Windows and Microsoft Word software applications.
• Demonstrated leadership abilities.
• Excellent oral and written communication skills.
• Excellent interpersonal skills to deal diplomatically, tactfully and effectively with all levels of hospital, government, university, staff, students, public and industry related agencies.
• Ability to maintain composure and productivity despite multiple deadlines, frequent interruptions, and distractions and competing priorities.
• A willingness to work on-site is required.

• Must be able to work effectively under stressful demands and with frequent interruptions.
• Must be able to balance competing priorities.
• Must have a valid driver's license and access to a vehicle.
• Ability to respond to off-hour emergencies (facility issues, equipment failures etc.) if required.
  

This term position may end earlier as outlined in your employee handbook.

We have a unique ability to work together to make health care better. If you want to make a difference and contribute to supporting the health of your family, friends and neighbours, please apply today.

Interested candidates should select the "Apply" icon below to upload their cover letter, resume and copy of licenses/certification.

This position requires a current satisfactory Criminal Records Check (including Vulnerable Sector Search), Child Abuse Registry Check and Adult Abuse Registry Check as conditions of employment. The successful candidate will be responsible for any service charges incurred. A security check is considered current if it was obtained no more than six (6) months prior to the start of employment.

Please note that an employee is not permitted to hold two or more positions in Shared Health that combine to equal more than 1.0 FTE.

Shared Health values and supports employment equity and workplace diversity and encourages all qualified individuals to apply. We thank all applicants but only those selected for an interview will be contacted.

We welcome applications from people with disabilities. Accommodations are available upon request during the assessment and selection process.