Are you looking to take your career to new heights with a leader in healthcare? SUNY Downstate Health Sciences University is one of the nation's leading metropolitan medical centers. As the only academic medical center in Brooklyn, we serve a large population that is among the most diverse in the world. We are also highly-ranked by Castle Connolly Medical, a healthcare rating company for consumers, among the top 5 leading U.S. medical schools for training doctors.
The Department of Facilities Management and Development at SUNY Downstate Health Sciences University is seeking a full-time EHS/IBC Administrator / Staff Assistant.
IBC submissions – personnel/administrative amendment reviews, training communications, process all approvals.
IBC meeting preparation, minutes, communications.
Maintain program documentation, database & expiring protocols.
Assist the Office of Environmental Health & Safety with additional duties as assigned to include:
Communication and assistance with hazardous waste vendor, assist in periodic inspections and audits, assist with administrative tasks and purchase requisitions.
Assist with the scheduling and report analysis for environmental safety programs, including but not limited to; hazardous waste, universal waste, used batteries, used lamps, used oil, pesticide use, VOC usage, etc.
Assist with regulatory inspections and periodic audits. Areas that will be inspected/audited, include but are not limited to, research facilities, clinical laboratories, patient care areas, central sterile supply, pharmacy and hazardous waste accumulation and storage area.
Assist with the training and distribution of Personal Protective Equipment and periodic fit testing
Assist with administrative tasks, purchases, as well as on and off-site vendor coordination and scheduling
Maintain a log in inventory of all IBC protocols, amendments, continuations; print/upload protocols and forms.
Notify Principal Investigators of the receipt their submissions.
Arrange consultation meetings with PIs as needed.
Email notifications (renewals and/or expirations) to PIs, and or to assigned lab personnel.
Find and assign IBC primary reviewers for new, 3-year, and amendments that require full committee review and for renewal protocols.
Process approvals for protocols, amendments and annual reviews.
Email IBC approval letters and protocols to PIs, and/or assigned lab personnel, department chairmen, IRB and IACUC.
Schedule lab inspections as needed.
Schedule monthly meetings: prepare meeting agenda, meeting calendar reminders, confirm quorum, transpose minutes of IBC monthly meetings, and manage process for protocols after the IBC meeting.
Training: Check if personnel listed on protocols, and amendments have completed CITI online, lab safety, and shipment of biological materials training, as applicable.
Notify PIs and staff of training needs and provide necessary links to training courses as needed.
Check for IRB number and title of application, where applicable. Verify IACUC protocol number, where applicable, communicate with IRB when necessary to obtain number and title of IRB related protocols.
Update, prepare and distribute packages electronically or as hard copies as necessary for monthly IBC meeting, including agenda, minutes, protocols, vote record and other required documents.
Assist with office management as necessary
Review IBC applications for completeness and inclusion of including general review purpose, personnel, human samples, animal use, hazardous substances, and infectious agents.
Inspections and Risk Assessments:
Review IACUC protocols and IBC registrations using knowledge of pertinent guidelines & regulations:
Check for IRB number and title of application, where applicable.
Verify IACUC protocol number, where applicable,
Communicate with IRB when necessary to obtain number, and title of IRB related protocols.
Assist with interaction and documentation necessary during AAALAC accreditation visits.
Assist with the department response to biohazardous materials incidents as appropriate.
Coordinate trainings for employees throughout the campus:
e.g. Trade shop trainings, laboratory staff trainings, fire drills, Environmental Services Trainings, Buildings Services & Grounds Trainings.
Manage online learning management system.
Maintain inventory of select agents in use in laboratories on campus.
Coordinates and maintains records of CITI training for all staff where required.
Investigate injuries and accidents regarding lab safety & Biosafety issues.
Assist in recordkeeping for all safety trainings delivered throughout learning management system.
Maintain online database of Safety Data Sheets (SDS).
Maintain campus’ Chemical Inventory database.
Serve on the university committees including but not limited to the Institutional Biosafety Committee or other as assigned on matters of safety and regulatory compliance.
Assist in exposure monitoring assessments of all laboratories where hazardous agents are in use by request of the department or during annual routine assessment.
Completes chain-of-custody forms and submits sample media to lab for analysis.
Bachelor’s Degree in a related discipline.
2+ years of experience working in research administration and a basic understanding of the scientific process.
Equivalent combination of education and similar/specialized work experience will be considered.
Proficiency with electronic systems, Microsoft Office, Adobe Acrobat, and ability to quickly learn new technology.
Self-motivated, a pro-active thinker, and customer service oriented.
Ability to effectively work both independently and in a team environment.
Demonstrate excellent organizational, communication, and interpersonal skills.
Possess great attention to detail, work with accuracy and efficiency, multi-task, prioritize duties, and problem-solve.
Experience with IBC administrative software (e.g. Bioraft, Topaz).
Monday to Friday; 9:00am to 5:00pm
Commensurate with experience and qualifications
COVID-19 Vaccination Requirement:
An approved COVID-19 vaccination.
Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at email@example.com.
Equal Employment Opportunity Statement:
SUNY Downstate Health Sciences University is an affirmative action, equal opportunity employer and does not discriminate on the basis of race, color, national origin, religion, creed, age, disability, sex, gender identity or expression, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, criminal conviction, and all other protected classes under federal or state laws.
Women, minorities, veterans, individuals with disabilities and members of underrepresented groups are encouraged to apply.
If you are an individual with a disability and need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please contact Human Resources at firstname.lastname@example.org
SUNY Downstate's College of Medicine, Health Related Professions, Nursing and its School of Graduate Studies offer students a broad professional education that will prepare them for practice or careers in any location and community. This education provides exceptional opportunities for those students with a commitment to promoting health in urban communities and addressing the complex challenges of investigating and preventing diseases that confront clinicians, educators, and researchers in such an environment. This special aspect of Downstate's unique mission is reflected in the students it attracts and selects, the vast majority of whom are drawn from the New York City Metropolitan area. Many of these students are members of minority and cultural groups underrepresented in the health professions, and/or come from families of first-generation immigrants or from economically disadvantaged backgrounds.