Manager, Research Facilities Operations (Immune Health Institute) - University of Pennsylvania

University Overview


The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Large Employers in 2023.




Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.




The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.








Posted Job Title

Manager, Research Facilities Operations (Immune Health Institute)





Job Profile Title

Manager D, Facilities





Job Description Summary

Reporting to the Director of Business Administration and Operations, the Manager of Research Facilities Operations is responsible for all aspects of facilities oversight for the Institute for Immunology and Immune Health (I3H) managed space. Responsibilities span 5 wet bench lab floors, representing approximately 25,000 NSF of research space, over $5M in equipment assets and 25 Principle Investigators with roughly 200 related lab staff at steady state. Manage 4 facilities support staff, all service contracts and supply expenses. Oversee equipment life-cycle from acquisition to retirement, to include asset tracking, needs assessment, acquisition, service management, cost negotiations, repair and retirement. Provide direction for overall facilities operations, to include short- and long-term planning, relocation oversight and execution, management of lab expansion and contraction, collaborative oversight of space management system and spatial/lab on-boarding/setup for new recruits. Ensure compliance with all applicable University, Sponsor and Federal regulations regarding wet-bench lab operations. Establish policies and procedures to ensure appropriate safety standards and prepare labs for annual safety audits. Interact with internal and external regulatory bodies as necessary, including EHRS, Occupational Health, PSOM Space Planning and Operations, PSOM and University Security, University Facilities, Radiation Safety, trades staff, Public Safety, Philadelphia L&I, etc. Oversee the provision of lab support services, to include establishment of best practices and training of staff on appropriate techniques and safety concerns surrounding instrument sterilization, lab-ware glass washing and sterilization, biohazard collection, sterilization and disposal, sharps collection, sterilization and disposal, emergency preparedness and response and miscellaneous support activities as requested by labs. Provide oversight of RF Helpdesk, delegating requests as necessary and accepting accountability for successful ticket completion. Oversee service contracts, working collaboratively with vendors to ensure timely and cost-effective preventive maintenance schedules, negotiating pricing with vendors, evaluating competitive quotes, evaluating service standards, etc. Plan, prepare and deliver monthly lab manager meetings to promote scientific exchange, demonstrate appropriate lab standards, inform lab members of new and/or existing technologies and generally promote the collaborative scientific atmosphere. Continuously evaluate RF activities to identify opportunities for gains in efficiency, cost-savings, enhanced safety procedures, etc. Work collaboratively with management team to develop, implement and maintain appropriate emergency preparedness and disaster recovery plans. Work collaboratively with faculty to ensure smooth operation of all fundamental lab services. Manage pool of emergency backup freezers, responding to failures to prevent loss of irreplaceable research material. Provide 24/7 on-call service for all emergent lab issues as the first point of contact and response across our service footprint. Continually assess the breadth and depth of research facility services to identify areas of opportunity to enhance contributions across our research operations. Provide direction for all research facilities ordering in BEN Financials and monitor budget vs. actual performance to ensure sound fiscal stewardship. Work with management team on special projects and provide project management expertise for internal activities.





Job Description


Job Responsibilities

+ Oversee 25 Principal Investigator’s labs and core facilities across the following departments/centers: Genetics, Microbiology, Pathology, Pharmacology, Medicine , Immune Health and the Colton Center for Autoimmunity. Oversee relocation of 25 labs into new space. Oversee the smooth operations of I3H service center for PIs located in I3H managed space. Ensure delivery of all core RF services and ensure CO2, LN2, Dry Ice and helpdesk support are looked after in a timely manner. Work collaboratively with faculty and lab managers to assess performance, maintaining what works and implementing solutions to address areas of opportunity as identified.

+ Provide oversight of all core equipment within I3H managed space. Develop and implement maintenance plans and SOPS as needed. Oversee service schedules, negotiate and monitor service contracts, work collaboratively to solve failures, ensure redundancy where appropriate. Oversee management equipment training process and common equipment calendar access, when appropriate.

+ Continually assess emergency preparedness/disaster recovery and maintain/update plans accordingly. Prepare staff for emergency response regarding research materials and minor lab incidents. Provide direction of preventative measures and deliver ongoing lab education across the organization. Ensure appropriate equipment and supplies are available to deal with possible emergent situations. Provide first response for freezer failures, spills and lab accidents, notifying appropriate authorities as the situation would dictate. Manage 24/7 on-call process for PI equipment utilizing the Aegis system.

+ Evaluate all equipment requests to promote efficient use of resources, ensure availability of space allocation, etc. Oversee identification, price negotiation and ordering for all core equipment. Stay abreast of technology to recommend new investment opportunities. Maintain life-cycle replacement schedules to avoid costly downtime and failures and equipment ages out. Provide oversight of asset inventory management systems on both the Penn and I3H side. Maintain equipment data to ensure appropriate information is provided for depreciation schedules

+ Provide direct or indirect supervision of up to 4 research facilities staff members. Ensure accountability for services provided, prepare and deliver performance appraisals and ongoing feedback. Train staff on appropriate techniques surrounding sterilization, glass wash, sharps and hazardous materials handling, etc. Provide direction of staff in collecting appropriate usage and billing data and work collaboratively with I3H Director of Finance to ensure appropriate service center charges

+ Manage space allocation. Work collaboratively with management team to ensure appropriate space updates and accurate space reporting to the PSOM and University. Work collaboratively with faculty and lab staff to implement contraction and expansion plans. Work collaboratively with new faculty recruits to oversee lab transition and setup

+ Cultivate and manage relationships with key partners and ensure that appropriate services are received. Manage internal projects, collaborating with internal and external support providers as necessary. Collaborate with trades-staff, building administrator, EHRS, security and facilities related entities to maintain operations

+ Other duties and responsibilities as assigned






Qualifications

+ Bachelors degree and 5 to 7 years of experience or equivalent combination of education and experience is required.

+ Excellent written and oral communication skills, strong computer skills, knowledgeable about building systems and operations, able to supervise and instruct others, ability to interact with a diverse community, accurate and precise, organized, patient, good managerial and people skills.

+ In-depth knowledge of equipment maintenance, repair processes, and techniques

+ Excellent project management abilities, including budgeting, scheduling, and resource allocation

+ This position will p rovide 24/7 on-call service for all emergent lab issues as the first point of contact and response across our service footprint.






This position is contingent upon grant funding.






Job Location - City, State

Philadelphia, Pennsylvania





Department / School

Perelman School of Medicine





Pay Range

$61,046.00 - $108,000.00 Annual Rate

Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.




Affirmative Action Statement Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.




Special Requirements Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.




University Benefits

+ Health, Life, and Flexible Spending Accounts : Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.

+ Tuition : Take advantage of Penn's exceptional tuition benefits . You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.

+ Retirement: Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.

+ Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.

+ Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.

+ Wellness and Work-life Resources : Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.

+ Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.

+ University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free.

+ Discounts and Special Services : From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.

+ Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.

+ Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.

+ Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.




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To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay



The University of Pennsylvania's special character is reflected in the diversity of the Penn community. We seek talented faculty and staff who will constitute a vibrant community that draws on the strength that comes with a substantive institutional commitment to diversity along dimensions of race, ethnicity, gender, sexual orientation, age, religion, disability, veteran status, interests, perspectives, and socioeconomic status. Grounded in equal opportunity, nondiscrimination, and affirmative action, Penn's robust commitment to diversity is fundamental to the University's mission of advancing knowledge, educating leaders for all sectors of society, and public service. The University of Pennsylvania prohibits unlawful discrimination based on race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.