Research Facilities Coordinator

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Beth Israel Deaconess Medical Center
January 5, 2022
Boston, Massachusetts
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State City Organization

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Research Facilities Coordinator

Department Description: Research FacilitiesJob Location: Boston, Massachusetts

Req ID: 43511BR

Job Summary: Will work as an integral member of the Research and Academic Affairs Department. Working in the collection and maintenance of data necessary to maintain a reliable database for asset management, equipment monitoring, and equipment maintenance/certification as needed in addition to assisting other Research Facilities personnel with other tasks related to the operational management of the BIDMC research facilities. The role will entail working closely with members of R&AA, Research Facilities, the research community, and other appropriate BIDMC departments to coordinate functions related to the purchase of research grant and capital equipment, renovation requests/projects, and other general logistics requirements (i.e. laboratory moves, safety, security, loading docks, etc).

Essential Responsibilities:

  1. Performs required research equipment asset management activities, in accordance with Federal, State, and local regulation and BIDMC RS-10 Research Equipment Policy. This includes tracking the receipt of new equipment inventory items, physical placement/scans of asset tags, and gathering all required information for entry into the equipment asset management application.
  2. Assists Research Facilities Project Managers with laboratory moves, data intake/tracking, supply requests, and other activities. This includes walkthroughs to ensure completion of all final activities such as equipment moves and cleaning
  3. Coordinates annual equipment maintenance, certifications, and system validations.
  4. Participates in tasks related to the required biennial equipment inventory, including working directly with the Principal Investigators (PI), laboratory staff, and Research Administrators, as needed to fully account for an reconcile information for all items in the research equipment inventory
  5. Executes regular walkthroughs of research space to identify space issues and capital equipment (purchased for '$1K) that has been abandoned or not tagged/entered into the asset management application. Works with the PI or lab staff to ensure all required information is gathered for removals or additions to the inventory, as per the RS-10 Policy, and appropriately disposes of removal items.
  6. Manages the equipment transfers or disposals requests, working with Research Facilities Project Managers, researchers, and/or appropriate ancillary groups to maintain compliance with all regulations including, but not limited to those outlined on RS-10.
  7. Assists researchers with follow-up on incomplete requests for maintenance, environmental services, or other facilities-related items (placed via the service response system). Also places requests for issues discovered during regular rounds of the research areas.
  8. Creates purchase orders and places orders for all Research Facilities activities. Monitors spending against the approved budget.
  9. Maintains a listing of used laboratory equipment and/or supplies, available for redeployment to researchers. Responds to researcher requests for used laboratory equipment and schedules deliveries, as appropriate.
  10. Working the Research Facilities Project manager to communicate with systems application vendors to manage any system issues and/or upgrades.
    Receives and routes all general inquires to the Research Facilities office. Is the resource for centrally managed supplies (e.g. paper and photoprocessor chemicals).

Required Qualifications:

  1. High School diploma or GED required. Bachelor's degree preferred.
  2. 1-3 years related work experience required.
  3. Experience with computer systems required, including web based applications and some Microsoft Office applications which may include Outlook, Word, Excel, PowerPoint or Access.


  1. Decision Making: Ability to make decisions that are based on specific instructions, standard practices and established procedures which generally require little or no supervision.
  2. Problem Solving: Ability to address problems that are varied, requiring analysis or interpretation of the situation using direct observation, knowledge and skills based on general precedents.
  3. Independence of Action: Ability to follow precedents and procedures. May set priorities and organize work within general guidelines. Seeks assistance when confronted with difficult and/or unpredictable situations. Work progress is monitored by supervisor/manager.
  4. Written Communications: Ability to summarize and communicate in English moderately complex information in varied written formats to internal and external customers.
  5. Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.
  6. Knowledge: Ability to demonstrate basic knowledge of fundamental concepts, practices and procedures with the ability to use them in routine situations. Specialized knowledge not required.
  7. Team Work: Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members.
  8. Customer Service: Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations.

Physical Nature of the Job:
Light work: Exerting up to 20 pounds of force frequently to move objects. Some elements of the job are sedentary, but the employee will be required to stand for periods of time or move through out the hospital campus


VaccinesAs a health care organization, we have a responsibility to do everything in our power to care for and protect our patients, our colleagues and our communities. BILH requires that all staff be vaccinated against influenza (flu) and COVID-19 as a condition of employment. Learn more about this requirement


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