Animal Procurement, Receiving, & Census Specialist 1

Department: Ctr for Comparative Medicine
Salary/Grade: NEX/10

Job Summary:

Procure, receive and maintain census on all animals used for research studies. The recorded census data constitute the basis for billing and recharging, thereby requiring close interactions with the CCM Business Office staff and a great deal of accuracy and expediency. The PRC Specialist provides training to research staff on procurement and census processes, and provides customer vendor support. This job description represents an overview of the entire PRC Specialist function. A team of PRC Specialists perform this 3-part task (i.e., Receiving, Procurement and Census) with each Specialist trained to provide back up to each other when needed.

Please note:

Work hours are typically 8-5 but can be flexible and should add up to 40hours per week; willing & able to work staggered shift schedules including overtime, weekends, and holidays as necessary; and available to work on both the Chicago and Evanston campuses as coverage needs dictate. Work stations are close to each other and work space is limited and noise level can be high. Work may require extended hours sitting at a computer terminal and or several hours of standing and walking in and around the animal facility. Work will require access to the animal facilities. Must be able to lift or push 25 to 50 lbs. for movement of animal shipping containers. Must be enrolled in the university's occupational health program which entails filling out a health questionnaire. The health questionnaire is submitted to the university's occupational health provider for review. Must be willing to undergo job related background check. Position requires travel between the Evanston and Chicago campuses.

Specific Responsibilities:

• Non-Commercial Animal Procurement
  • Provides animal order services to Principal Investigators (PIs), lab staff, IACUC (Institutional Animal Care & Use Committee), and internal CCM teams during all phases of commercial animal ordering.
  • Coordinates domestic and international imports and exports by working with the PIs lab staff and external institutions to attain animal health reports and other required veterinary reports, coordinating shipping details with courier, and working with the CCM sentinel coordinator to make quarantine arrangements.
  • Creates animal requisitions in the Granite system once the following are confirmed: a) space is approved by husbandry management staff, b) study protocol is active, and c) funding source information is accurate.
  • Works with appropriate CCM team members to resolve animal order discrepancies.
  • Maintains spreadsheets, checklists and other pertinent documents to ensure all phases of animal ordering are completed within the appropriate deadlines.
• Animal Receiving
  • Inspects delivery vehicles prior to unloading animal shipping containers or supplies, verifies packing slips against delivery summaries, and submits slips to the CCM Business Office.
  • Generates a delivery summary schedule from Granite.
  • Verifies packing slips against delivery and works with Husbandry staff and Procurement staff to resolve discrepancies between orders and receipts.
  • Creates appropriate cage cards for animals received and notifies PI and CCM staff of receipt.
  • Participates in the weekly census process; i.e., scanning cages as assigned, uploading data from handheld scanners onto Granite, and verifying data prior to posting, reconciliation & verification.
  • Maintains spreadsheets, checklists and other pertinent documents to ensure all phases of animal receiving are completed within the appropriate deadlines.
• Animal Census & Protocol Maintenance
  • Collects census paperwork from facility drop boxes three times daily and assigns them into appropriate categories; i.e., weaning, separation, transfer, euthanasia, deactivation, and mortality.
  • Enters the data and performs necessary operations in Granite to effect the appropriate action needed according to category.
  • Provides customer support and handles inquires on separations, transfers, deactivations, etc.
  • Monitors protocol status to ensure compliance. Runs reports from Granite on a timely basis and checks for expired and suspended protocols.
  • Investigates census errors discrepancies and provides corrective actions.
  • Takes necessary action for expired and suspended protocols by creating appropriate cage cards.
  • Transfers active cages to the CCM Holding Protocol when a protocol expires, and transfers the same cages to the appropriate or renewal protocol accordingly.
  • Coordinates monthly visits to satellite lab facilities and records relevant census activities.
  • Maintains files for protocol transfers, cage cards, USDA paperwork, and vaccine records.
  • Maintains spreadsheets, checklists and other pertinent documents to ensure all phases of animal census and protocol maintenance are completed within the appropriate deadlines.
• Animal Receiving Inventory
  • Maintains husbandry inventory and facility supplies and generates and tracks purchase orders as necessary for both campuses; i.e., creates & submits PO requests to CCM Business Office for feed, bedding, Personal Protective Equipment (PPE), general laboratory & custodial supplies, etc.
  • Searches for products, communicates with vendors and buyers to coordinate requests.
  • Manages purchase & receipt documentation in the Husbandry Inventory
• System.
  • Inspects delivered materials and verifies contents against packing lists and purchase requests.
  • Communicates with Requester and Business Office to resolve discrepancies.
  • Maintains and manages storage rooms on both campuses.
  • Submits electronic receiving documentation to Business Office and maintains hard copies in Receiving Office compliant with record-keeping time requirements.
  • Maintains spreadsheets, checklists and other pertinent documents to ensure all phases of non-animal receiving inventory are completed within the appropriate deadlines.
• Administrative Support and Other
  • Serves as back-up Lurie front desk as needed.
  • Completes other tasks & assignments as needed.
  • Attends staff meetings & training seminars necessary to remain updated on new processes, revisions, and system-related changes.
  • Maintains & follows a Personal Development Plan.
  • Assists Supervisor and PRC Specialist 2 in writing PRC SOPs.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

• High school diploma or GED.
• One (1) years data entry or database experience.

Preferred Qualifications:

• AALAS-ALAT (American Association of Laboratory Animal Science-Assistant Laboratory Animal Technician)
• certification.
• Post-secondary or college work.
• Two (2) years of data entry or database experience
• One (1) year experience in a lab animal research facility
• One (1) year of customer service experience
• Two (2) years of hands-on computer experience
• Communication
• Problem Solving
• Team Player
• Adaptability
• Efficiency Dependability

Preferred Competencies: (Skills, knowledge, and abilities)

• Computer Proficiency
• Quality & Compliance

Target hiring range for this position will be between $20.00-$24.42 per hour. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data

Benefits:

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre-tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

#LI-EN1