Controlled Substances Program Coordinator

EHS SPEC 3 (007146)

UCPath Position ID: 40327795

Position Description History/Status

Approved Date:

3/10/2025 11:02:50 PM

Date Last Edited:

3/10/2025 11:02:44 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

5000O

Organization:

ADMINISTRATIVE VICE CHANCELLOR

Division Code:

5901D

Division:

ADMINISTRATION

Department:

340100 - ENVIRONMENT, HEALTH AND SAFETY

Position Details

UCPath Position Number:

40327795

Position Description ID

215819

UC Payroll Title:

EHS SPEC 3 (007146)

Business Title:

Controlled Substances Program Coordinator

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 22

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40040585

Reports to Payroll Title:

EHS SUP 2 (FUNCTIONAL AREA)

UCPath Department Head Position Number:

40061967

Department Head Payroll Title:

Assistant Vice Chancellor

GENERAL SUPERVISION - Indicates that the incumbent develops procedures for performance of variety of duties; or performs complex duties within established policy guidelines.

POSITION SUMMARY

The Controlled Substance Program Officer (CSPO) is a required position established under policy UC BUS-50.  The primary responsibility of the CSPO is to design, develop, implement, and maintain campus-wide programs for the management of Controlled Substances and Precursor Chemicals at UCLA.

The CSPO ensures compliance with Drug Enforcement Administration (DEA) regulations governing the receipt, use, storage, and disposal of controlled substances in UCLA laboratories.  In this role, the CSPO collaborates with faculty and staff to improve practices, procedures, and control measures, ensuring effective oversight and regulation of controlled substance use in research activities.

Key responsibilities include developing, coordinating, and conducting laboratory inspections or audits and monitoring required documentation.  The CSPO exercises professional judgment and operates independently to create strategies and systems that ensure compliance with federal laws, UC system-wide Controlled Substances programs, and campus-specific regulations.

For the purpose of this role, "Controlled Substances" include DEA-scheduled drugs (21 CFR 1308.11-15), DEA List I chemicals (21 CFR Section 1310.02(a)), and California Precursors (California Health and Safety Code §11100).

UCLA Environment, Health & Safety's mission is to encourage and promote a strong safety culture that practices sound health, safety, and environmental stewardship. This is accomplished through engaging and informing the UCLA Campus and Community by providing collaborative, proactive, and responsive safety and compliance expertise, through the various divisions within EH&S: Fire & Life Safety, Emergency Management, Research Safety, Information Technology, Administration, and Environmental, Occupations & Safety Programs.

Our Mission

Encourage and promote a strong safety culture that practices sound health, safety and environmental stewardship.

Our Vision

Engage and inform the UCLA Campus and Community by providing collaborative, proactive and responsive safety and compliance expertise.

Our Divisions

UCLA Fire

Emergency Management

Research Safety

Information Technology

Administrative

Environmental, Occupational and Safety Programs

Controlled Substances Program Management

1. Manage UCLA Controlled Substances Program: develop, implement, and monitor environmental and safety programs, systems, procedures, and train in research use of controlled substances at UCLA and satellite facilities. Independently recognize and research the needs, create safety solutions, and provide high level, professional consultation to support the research, teaching, and veterinary goals in a way that keeps pace with the dynamic research activities at this institution.

2. Develop and coordinate the Controlled Substances Use Authorization (currently 210 CSUA), Controlled Substance, Listed Chemical and California Precursor acquisition, receipt, use, storage, disposal and survey and inventory programs.

3. Use professional judgment to provide a balanced and unbiased approach that protects the institution while minimizing unnecessary impediments to the research, teaching, and veterinary goals. (PPM 516-7 V.B.) Develop and coordinate policy implementation with relevant institutional faculty committees (e.g., Animal Research Committee).

4. Provide timely reports on program status, incidents, accidents, and regulatory agency inspections and actions to appropriate committees.

5. Design new and/or recommend improvements to existing processes and procedures. Develop information and data collection methods and guide systems development to document Controlled Substances Use Authorizations and controlled substance inventory, teach work practices, document effectiveness, and improve the controlled substances program (Bus50 V.B.). Independently design, develop and implement Controlled Substances and Chemical Precursor policies and practices for UCLA. Ensures proper documentation and record keeping as required by Federal and State laws (Bus50 V.B.).

6. Draft reports and other documentation, including use of relevant scientific data. Develop and maintains written documentation to provide guidance, information and assistance to the University to work with controlled substances in a healthy and safe manner.

7. Conduct sampling and/or monitoring related to field(s) of expertise.

8. Oversee and leads work of controlled substance group members assigned to controlled substance program.

9. Inspect, investigate incidents and complaints, and recommend corrective action as needed. Conduct and instruct EH&S auditors on conducting complex controlled substances surveys of laboratories (Bus 50 V.F.).

10. Reviews requisitions for Controlled Substances and Chemical Precursors.

65%

Regulatory Compliance Management

1. Monitor compliance and serve as organization liaison with regulatory agencies. Negotiate with local and federal DEA officials to gain permissions required to support campus research, teaching, and veterinary needs (PPM 516-7 IV.B.). Independently serve as DEA Liaison for campus (Bus 50 V.A.).

2. Maintain knowledge/expertise on existing/proposed changes on all regulations; interpret and apply relevant laws, regulations, codes and standards, including making recommendations for work environment changes based on interpretations and principles of professional practices.

3. Serve as campus' technical expert on Controlled substances and Chemical Precursors (Bus 50 IV.C and PPM 516-7 V.A). Maintain in depth knowledge with respect to current legal requirements, guidelines and recommended good practices regarding controlled substances. (BUS 50 IV.C.) Exercise professional judgment to develop and implement strategies and systems to promote and facilitate laboratory compliance with DEA regulations.

4. Create and adjust methodologies to meet changing regulatory and scientific environment.

20%

Controlled Substance Training

1. Provide training for and assist EH&S staff members to identify and correct controlled substances issues. Design, develop, update and deliver controlled substance training for PIs and authorized personnel on program requirements for use of controlled substances in research, teaching activities.

2. Design, develop and present training on a wide range of controlled substances program issues, including computerized training, record-keeping, regulatory updates, and various administrative processes.

3. Perform outreach and communication to organization regarding research use of controlled substances and chemical precursors.

10%

Hazardous Material

1. Respond to emergency calls and evaluate, contain and clean-up hazardous material spills.

2. Advise the manager of the HazMat Teams on proper response to emergency calls and spills when potential exposures exist.

5%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

BS or BA in a scientific field and progressive experienced; or an equivalent combination of education and experience.

Required

Thorough knowledge/understanding of: specific EH&S field(s) (including laws, regulations and all EH&S fields); chemical-, radiation- and bio- safety techniques, terminology and technology; & in addition to broad-based laboratory experience in a research environment.

Required

Thorough knowledge and skill in applying and interpreting applicable local, state, and federal regulations and related standards and guidelines related to the use of controlled substances and chemical precursors in research and teaching activities.

Required

Demonstrated: in-depth knowledge of federal codes applying to controlled substances, Title 21 CFR, Part 1300; ability to independently design, develop, manage and implement elements of a Controlled Substances program; & complex program and project management skills at the highest level.

Required

Thorough written, verbal, and interpersonal communication skills, including political acumen and skill to communicate effectively in a diverse environment and ability to communicate honestly, effectively and easily with researchers, PI’s and a wide variety of workers of differing backgrounds.

Required

Demonstrated strong professional knowledge and experience in creating practical, and sometimes unique, solutions for health and safety issues in a research environment & strong ability and professional experience to effectively communicate regulatory issues in writing.

Required

Strong analytical and organizational skills to organize, prioritize and manage the successful completion of projects within time and budget constraints.

Required

Demonstrated extensive experience in the design and performance of effective laboratory surveys, and ability to independently evaluate results of such surveys.

Required

Strong skill to appropriately use technology and relevant scientific equipment as required. Basic computer skills including database management.

Required

Ability to be available on-call and return to campus on short notice as necessary during non-work hours for EH&S related concerns/incidents.

Required

Knowledge, skills, and ability necessary to execute incident management activities safely and effectively.

Required

Ability to analyze situations, evaluate the need for additional EH&S resources and/or activation of the EH&S response team, and assume responsibility for incident management.

Required

Ability to provide leadership during incident management until a transfer of responsibility takes place or the incident has been resolved. Knowledge of local, state, and federal regulations specific to controlled substance and chemical precursor oversight and program management.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

E-Verify Check: The position is funded by federal contracts/subcontracts requiring UCLA to notify job applicants that an E-Verify check will be conducted and the successful candidate(s) must pass the E-Verify check.

Age Requirement: Candidate(s) must be 18 years or older to be eligible to be hired.

Pre-Placement Physical: Employment is contingent upon the completion of a satisfactory physical examination.

Driving Record: The position is subject to the California DMV "Pull Notice System" and continued employment is contingent upon proof of a satisfactory driving record.

5%

Domestic Travel

Limited time off during fiscal close.

Required

Must carry a university cell phone.

Required

Occasional attendance at offsite conferences and meetings.

Preferred

Evening and/or weekend work.

Preferred

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

CHS

Standing/Walking

X

Sitting

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

X

Loud noise levels

X

X

Marked changes in humidity or temperature

X

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.