The Department of Comparative Medicine provides housing and technical/surgical services for research animals throughout the OHSU campus. The Shipping Coordinator position coordinates and implements the entire administrative process of the Department of Comparative Medicines Import and Export processes according to research staff specifications while ensuring compliance and regulatory policies with federal, state, and local regulations, industry standards governing animal research (NIH/IACUC/OLAW/AAALAC), departmental procedures, and all safety procedures according to University standards and standard operating procedures (SOPs).; analyzes data and uses judgment in making independent decisions regarding the coordination of the program; prioritizes program wide responsibilities; serves the Comparative Medicine staff and clientele by arranging animal shipments to and from other institutions, domestically and internationally, Serves as the primary contact to set up and track the shipment transactions utilizing DCM-OPS software, email, phone, and fax to process all phases of transactions. Interacts with researchers and DCM Veterinary staff on the progress of their requested movement of animals.

 

In fulfilling the responsibilities of this position, the Shipping Coordinator will need to effectively collaborate with a broad spectrum of internal and external partners and stakeholders, as well as be expected to demonstrate: good attention to detail, ability to stay calm under pressure, organizational skills, and the ability to multi-task. The individual must exercise initiative, independent judgment, and discretion within the parameters of their responsibilities. The individual is expected to work independently as well as in a team while providing a high level of customer service.

Import Coordination:
Once an import request is received for domestic, international, quarantine resuscitations, or Transgenic Core coordinate with sending institution to send health data and other facility information. Upon receipt of health data, determine if data is sufficient and submit request for DCM Veterinary staff approval and arrange additional testing, if needed. When approved, send necessary documents to sending institution to facilitate shipment. For imports and resuscitations, determine appropriate quarantine facility, space allocation and resources available. Update DCM-OPS software database with import details, schedule quarantine testing, generate billing records for all services. Coordinate transfer out of quarantine with husbandry and facilities team once veterinarian approval has been obtained. Continue to monitor shipping until arrival of animals with providing updates as needed to researchers and key individuals.

 

Rodent Health and Handling:
Collects and analyzes a variety of samples from animals monitored in quarantine for imported animals, as well as additional testing needed for exported animals, including blood, skin swabs, oral swabs, feces, etc. Prepares and ships samples for analysis. Confirms cages of rodents to be exported, properly packs animals into shipping crates for transport, and performs proper record keeping and health evaluation. Meets courier to receive new shipments. Reviews shipment manifest for accuracy. Prepares and operates animal shipment disinfection equipment. Maintains animal receiving rooms.

Export Coordination:
Export requests received for domestic or international institutions and facilities, obtain necessary health data, health monitoring parameters and other appropriate information to send to receiving institution for their approval to receive animals. Interacts with DCM Veterinary staff regarding miscellaneous information and arrange additional testing, if needed. Upon receipt of approval from receiving facility, schedule veterinary exam and DCM approval to initiate shipment. Arrange shipment: contact couriers and obtain necessary documentation, work with customs to ensure the proper information for international shipments and correct health certificate language, to prevent delays of shipments. Update DCM-OPS database with export details and generate billing records for all services. Continue to track shipping of animals to from departure at OHSU to arrival at receiving institution.

 

Administrative Coordination:
Communicate by email, phone, fax or in person with all parties involved with the import/export or transfer transactions to insure consensus with all pertinent details regarding the requests, and keep those involved updated. Explain DCM shipping policies and procedures to clientele as needed. Troubleshoot any problems with shipments. Interact with local couriers to ship and receive animals.

Internal Transfer Coordination:
Evaluation and analysis of submitted transfers for accuracy, and any needed communication to resolve discrepancies. Submission of transfers for approval by DCM Veterinary staff. Transfer details entered and processed in DCM database. When needed coordinate and place transport service requests in DCM software. Communicate transfer approval via email to all involved parties. Reconcile and bill transfer fees in DCM software.

Administrative Tasks:
Serves as backup to office during absences or breaks with performing lead work, and other duties, as assigned by manager. 

• Four years of general office or secretarial experience; OR

• An Associate’s degree or certificate in office occupations or office technology and two year of general office or secretarial experience; OR

• A Bachelor’s degree and two year of general office or secretarial experience; OR

• An equivalent combination of training and experience.

• Effective verbal and writing communication skills.

• Ability to work independently (self-starter).

• Ability to listen and follow oral and written instructions.

• Ability to establish and maintain effective working relationships with others (team player).

• Ability to work overtime.

• Ability to multi-task.

• Experience in Animal Resource Facility Experience 

Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.