Lab Operations Specialist

Term: 18 months

The Velocity Laboratory Operation Specialist is responsible for the effective and efficient operation of assigned laboratory facilities (e.g. equipment inventory and services). Their main responsibilities are but not limited to (1) providing efficient operational and safe laboratory environment and demonstrating best laboratory practices for all those who work in assigned Velocity laboratory facilities (2) Effective utilization of preparatory and analytical instrumentation and provide technical training to the clients.

(3) developing and maintaining an inventory of the supplies and resources across both facilities contributing to the centralized resource management at Velocity. (4) conducting all lab-related finance including procurement and revenue generation processes. The incumbent is working closely with Velocity leadership for laboratory annual budget and expense planning. The Laboratory Operations Specialist receives operational and technical direction from Velocitys Associate Director Productization and Spaces.

Laboratory Operations

• Oversee the day-to-day operations of assigned laboratory and hardware facilities at Velocity
• Monitor and manage the supply of common chemicals PPE compressed gases and consumables including the purchase and reception to ensure the needs of lab users are met
• Oversee the purchasing and invoicing processes for all lab expenses through the UW finance system this includes acquiring quotes requesting purchase orders and keeping a record of all expenses to match with the annual budget
• Manage the booking system and log sheets for instrumentation and common equipment to avoid schedule conflicts between lab users.
• Effectively set priorities and ensure adherence to schedules and laboratory guidelines
• Conduct daily inspections of major instrumentation and oversee the overall functioning of the laboratory facilities
• Establish and manage the routine inspection calibration certification and maintenance for all equipment in Velocity labs including autoclave fume hoods biosafety cabinets monitoring fridge and freezers compressed gas handling changing filters for hoods water systems and glasswasher etc
• Perform minor repairs mechanical troubleshooting and diagnosis and arrange for technical support when equipment malfunction is beyond the incumbents ability to repair while ensuring minimal downtime to users
• Serve as the central point of knowledge regarding the status of all equipment and instrumentation maintaining up-to-date inventory records and inspection documentation to ensure comprehensive awareness and effective management of laboratory assets
• Assembly and testing of new equipment or modification of existing equipment
• Provide leadership with technical insights major instrumentation procurement and decision-making on what best fits the lab needs
• Act as the Velocity liaison with Plant Operations Safety Office Procurement & Contract Services ChemStores and contractors and service technicians concerning laboratory repairs and renovations safety regulations and procedures

Health and Safety Risk Assessment

• Maintain health and safety protocols and adherence by all the users following the Safety Office guidelines
• Keep proper records of all safety training monthly inspections and certificates as required by the Safety Office
• Serve on the Joint Health and Safety Committee provide inspection reports and enforce corrective actions
• Assist with writing the annual Health Safety and Environment Report
• Upkeep the online laboratory library most up to date including SOPs SDS user manuals guidelines log sheets purchase and warranty information service and maintenance records and other relevant documentation for all laboratory assets. This includes developing and maintaining current Standard Operating Procedures (SOPs) and Safety data sheets (MSDS)
• Ensure proper handling of hazardous waste including chemicals and biologicals. Adhere to scheduled waste management in the laboratory by coordinating with the University of Waterloo Safety Office
• Oversee a containment level 2 laboratory receive biosafety training and provide training to authorized users. For any CL-2 activity the technician receives direction and reports to the Associate Director of Productization and Spaces
• Thoroughly assess risk assessment documents submitted by lab users for new procedures or equipment engaging in consultation with the Associate Director of Productization and Spaces and collaborating with the Safety Office to obtain final approval before implementation

Client Support

• Collaborate closely with stakeholders to assess and determine the space requirements for various projects and initiatives
• Ensure that workflow equipment and personnel requirements of stakeholders are effectively met all while ensuring alignment with Velocitys overarching vision and objectives
• Host tours of the laboratory space by visitors or potential external users
• Serve as a technical resource person for Velocity teams and clients
• Design and deliver comprehensive laboratory training sessions encompassing hands-on safety orientations for all lab users and specialized training sessions addressing laboratory updates and innovation initiatives. Additionally oversee the administration of these training programs to ensure the proficiency and preparedness of all personnel
• Deliver thorough technical training sessions on each instrument to users assigning dedicated operators for specialized instrumentation and ensuring their access to the instrument booking system user manuals Standard Operating Procedures (SOPs) Safety Data Sheets (SDSs) and technical support resources. Act as the first person to contact for any laboratory issue or inquiry and support start-ups lab managers employees coop students and scientists to resolve specific operational problems and improve technical activities for assigned lab(s) and spaces
• Strategize and plan laboratory workflow conduct risk assessments and optimize space allocation ensuring alignment with organizational objectives and operational efficiency. Conduct monthly meetings with lab users to assess needs and technical issues in the lab. Keep a record and communicate action items to the Associate Director Productization and Spaces
• Provide access to lab users to the resources to ensure all users have adequate knowledge while operating laboratory instruments

Velocity Laboratory Finance Management

• Conduct research to identify equipment needs across assigned Velocity laboratories and utilize insights to provide informed recommendations for procurement ensuring alignment with organizational goals and budgetary consideration. Maintain accurate financial spreadsheets for Velocity Operations and provide training to Velocity staff on their proper utilization
• Exercising responsible oversight by approving purchases in Velocity Operations Velocity Digital and Velocity Science
• Accurately receive goods delivered to support to assigned spaces and clients
• Manage the procurement process of supplies for clients keep track of their uses for supplies they need to be charged for by calculating the expenses for each client on a quarterly basis to issue invoices coordinated with Finance operation

Project Coordination and Support

• Play a pivotal role in facilitating the transition to the Innovation Arena by demonstrating active engagement in Innovation Arena meetings and fostering transparent communication with project management staff
• Determine the electrical plumbing and other utility requirements of the new laboratory based on existing and future instrumentation
• Preparing the lab for future relocation by scheduling equipment cleanouts and efficiently managing the disposal of expired or abandoned chemicals and samples
• Offer strategic input to the space allocation project for new tenants at the Innovation Arenas laboratory spaces taking into account rigorous risk assessment processes
• Other duties as assigned as new project regarding lab spaces develops. This is role is consulted for effective operation and client needs at the time

Learning and development

• Guides startup founders who are designing and setting up their own lab space by maintaining a current understanding of safety courses to be more knowledgeable in conducting inspections risk assessments and Health and Safety This will include taking courses to support continuous learning and skill development
• Takes initiative to maintain a strong understanding of Good Laboratory Practice (GLP) to support Velocity in being GLP and ISO certified. As Velocity grows and supports more advanced start-ups this role will support regulated spaces

• Post-secondary degree in Science Engineering or other related fields such as Biochemistry Chemistry Biology
• Laboratory safety and management training is an asset
• First Aid training is not required but is considered an asset
• At least 4 years (post-degree) industry-level experience developing methods with scientific equipment and management of laboratories
• Past teaching experience is an asset; applications of science/engineering and laboratory techniques is an asset
• Working on multiple projects in a cross-disciplinary team providing support to team members
• Experience in risk assessment and risk management in the laboratory
• Laboratory operation and best practices GLP WHIMS Biosafety
• Lab experience with a specific emphasis on developing a client-focused and Safety First culture
• Develop and follow standard operation procedures (SOPs)
• Effective communication (written and oral) and attention to details
• Fluency in cloud-based systems (e.g. G-Suite One Drive database etc.) spreadsheets and project management platforms
• Knowledge in Laboratory Information Management Systems is a plus
• Passionate about science innovation and technology. This role supports start-up founders and the incumbent must be enthusiastic about continuous learning. The incumbent will be expected to seize and instigate opportunities to further develop their skills and education in science engineering safety and teaching
• Self-motivated and resourceful comfortable working autonomously
• Experience working at tech/science start-ups as a scientist is an asset
• Able to carefully handle various chemical compounds
• Able to lift and carry medium-weight boxes and stand for extended periods
• This positions commutes between Downtown Kitchener and Waterloo Campus (1-2/month)
• This position is 100% in person

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research learning teaching and community building and is co-ordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students faculty and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity anti-racism and inclusion. As such we encourage applications from candidates who have been historically disadvantaged and marginalized including applicants who identify as First Nations Mtis and/or Inuk (Inuit) Black racialized a person with a disability women and/or 2SLGBTQ.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application interview or workplace accommodation requests please contact Human Resources ator ext. 45935.