Quantum Valley Ideas Lab is a not-for-profit corporation and registered charitable organization dedicated to accelerating the development of application-driven quantum technologies. Under the supervision of the operations director, the incumbent facilitates the execution of projects and services vital to Ideas Lab’s ongoing activities and growth. The operations coordinator oversees day-to-day operational matters; supports the development and implementation of policies and procedures; makes recommendations to improve efficiency; and supports the expansion of resources. Key responsibilities include administrative duties supporting team member recruitment, proposals preparation and external reporting, and duties relating to laboratory equipment, facilities, and health and safety. As a new organization, Ideas Lab anticipates significant growth in the coming years with the potential for this role to expand, or for advancement through the managing of operations-related functions as the organization’s needs require.
Responsibilities and Duties
- Coordinate onboarding of new staff with respect to health and safety, facilities access and orientation, and other operational matters.
- Support international recruitment by liaising with new hires and professional services.
- Support leadership team with assistance pertaining to funding applications and reporting.
- Support uploading of current content to Ideas Lab website.
- Provide administrative support with respect to scheduling; coordination of tours and events.
- Ensure general office upkeep; other administrative duties as assigned.
- Perform routine inspections and report findings.
- Ensure facilities are maintained in a clean and safe manner with appropriate materials handling and disposal techniques, including the disposal of hazardous materials.
- Monitor physical space and make recommendations regarding future use; participate in long-term evaluation and planning for infrastructure needs.
- Liaise with Facilities to coordinate lab moves, equipment moves and asset disposal.
- Initiate regular lab maintenance and minor work requests.
- Facilitate decommissioning of labs as required, including chemical disposal, removal of equipment, glassware and other supplies according to health and safety requirements.
- Develop and maintain an inventory of capital assets. Coordinate interaction of Operations and Finance to ensure assets are tracked for reporting purposes.
- Coordinate shipping, customs clearance and installation of new assets by working with staff and vendors. Potential future scope to include oversight of procurement activities.
- Ensure equipment is in good and safe working order. Perform and/or oversee routine maintenance and arrange for technical support as required.
- Maintain all required permits, certification and calibration for facilities and instruments.
- Establish and maintain relationships with sales representatives for technical equipment and pricing updates.
Health, Safety and Security
- Train or facilitate the training of incoming personnel in technical, procedural or other matters, as appropriate. Monitor training activity of staff to ensure compliance with health and safety requirements, including Ideas Lab’s laser safety program.
- Ensure that all WHMIS documents are up to date and safety instruments are maintained on a regular basis (e.g., eyewash stations, fire extinguishers, etc.)
- Coordinate policy and procedure updates with the Operations Director and communicate updates to all staff as directed.
- Support the development, roll out and maintenance of Standard Operating Procedures for lab equipment.
- Monitor and maintain a chemical inventory with appropriate Safety Data Sheets; monitor and maintain an inventory of laser hazards.
- Maintain emergency contact information for all staff members.
- Serve as a member of health and safety committees and organize regular meetings. Potential future responsibilities to include overall management of health and safety functions.
- Liaise with emergency services, facilities and security personnel as required.
- MSc/MASc in physics, chemistry, or biology preferred; bachelor’s degree required. Equivalent combination of education and/or experience may be considered.
- Three (3) years’ experience overseeing the use and maintenance of scientific equipment in a laboratory environment.
- Experience working with academic administrations and government agencies.
- Skilled in project management and driving continual improvement for positive change, including implementation of software tools.
- Superior ability to build and manage interpersonal relationships with technical and administrative staff and negotiate with external sales representatives.
- Familiarity with the application and development of health and safety policies and guidelines.
- Comfortable with financial matters pertaining to procurement.
- Knowledge of facilities management an asset.
- Solid problem solving, organizational and leadership capabilities are necessary.
- Exceptional verbal and written communication skills are required.
- Must be able to work with minimal supervision and make sound independent decisions related to the operation and maintenance of labs and equipment.
- The incumbent will be required to attend courses and training related to health and safety.
- Some evening and weekend hours based on lab schedules and/or emergency circumstances may be required.
- Occasional regional travel; infrequent international travel as required.