WHAT DOES AN INSTRUMENT SPECIALIST DO?

Published: Sep 17, 2025 - The Instrument Specialist performs preventative maintenance and repairs on analytical instruments and hearing devices, ensuring minimal downtime and regulatory compliance. This position manages PM programs, inventory, and purchasing coordination for spare parts and consumables. The specialist also installs new equipment, maintains accurate records, and supports business growth through quality patient care and sales focus.

A Review of Professional Skills and Functions for Instrument Specialist

1. Instrument Specialist Duties

  • Site Testing: Be directly involved in site acceptance tests, commissioning and startup activities representing PACO
  • Engineering Support: Be directly involved in day-to-day engineering support activities for the instrumentation in troubleshooting, determining root cause of complex field instrumentation failures, managing the health of different data acquisition systems and developing technically sound solutions to field changes, in line with the management of change work processes
  • Maintenance Support: Support and assist in maintaining the preventative maintenance (PM) library and contribute to updating PM texts (maintenance procedures) for field instrumentation and 3rd package systems, as well as developing new PMs
  • Reliability Programs: Bring forward and implement programs or procedures to maintain field instrumentation reliability
  • Condition Monitoring: Perform condition monitoring and predictive analysis or maintenance recommendations with the instrument asset management system (iAMS) or other data acquisition systems
  • Change Management: Be responsible for the review, detailed engineering and implementation of the management of change work process for field improvements or changes, with approval of the instrument team lead
  • Incident Investigation: Participate in incident investigations related to field instrumentation
  • Root Cause: Contribute directly to finding root cause and resolution of bad actors
  • Mentorship Support: Act as mentor and 2nd-level support to instrument maintenance technicians
  • Training Development: Be active in developing training material for instrument maintenance technicians
  • Standards Compliance: Continue to meet existing industry standards as well as changing requirements from regulatory and recognized governing industry standards (e.g., IEC-61511)
  • Equipment Upgrades: Recommend equipment upgrades and replacements when the situations warrant it, such as high cost of maintainability, obsolescence, loss of vendor support, more effective technological breakthroughs, etc.
  • Database Management: Support the update of the instrument database central repository (SPI) with data sheets, wiring drawings, etc.
  • Performance Tracking: Work with the safety instrumented systems (SIS) focal and other managed equipment care (MEC) focal to capture the key performance indicators (KPIs) for instrumentation based on maintenance and overall performance
  • Instrument Reliability: Share in the collective responsibility of ensuring instrument reliability and correct instrument configurations in the site’s iAMS system

2. Instrument Specialist Responsibilities

  • Sales Growth: Compete for all existing and develop new sales opportunities within assigned accounts to meet or exceed the plan
  • Account Focus: Focus specifically on the assigned set of big revenue accounts
  • Sales Leadership: Provide professional leadership in planning, organizing and controlling balanced sales growth, continued account penetration and customer satisfaction
  • Product Knowledge: Utilize strong product and market knowledge and sales experience to manage complex sales and resolve customer questions and concerns
  • Industry Awareness: Continuously build knowledge of current industry trends, competitive information and industry or technical knowledge and share with other colleagues
  • Customer Acquisition: Retain, extend and acquire customers through effective identification of opportunities and the creation and implementation of solutions
  • Client Relationships: Establish and work with account managers to build strong client relationships that allow for growth, profitability and predictability
  • Cross-Functional Communication: Communicate with other relevant functions to ensure needed sales support and delivery of programs and products
  • Sales Support: Effectively utilize internal sales and operations support teams to advance the sale

3. Instrument Specialist Job Summary

  • Mechanical Assembly: Complete mechanical assembly, wiring, computer setup, calibration, testing and certification of laboratory equipment
  • Sales Promotion: Promote potential new instrument sales when with customers and distributors
  • Onsite Service: Perform onsite installation, repairs, servicing and customer training on instruments
  • Distributor Training: Participate in international distributor trainings
  • Equipment Inspection: Perform inspections and evaluations on incoming and outgoing instrument components, parts and computer-automated equipment
  • Customer Interface: Interface with customers and distributors on the phone and in person
  • System Troubleshooting: Troubleshoot problem areas associated with the systems and offer resolutions
  • Project Management: Manage assigned research projects and maintain associated technical documentation
  • Instrument Design: Participate in the design and development of new instruments and upgrades
  • Order Processing: Complete purchase order requisitions to obtain the necessary products for customer orders and necessary lab supplies
  • Quality Compliance: Implement pertinent quality system activities according to documented procedures to assure compliance and continuous improvement
  • Safety Practices: Participate in best practices for safety relating to this position and those required by the company

4. Instrument Specialist Accountabilities

  • Maintenance Scheduling: Develop and maintain a preventative maintenance (PM) and calibration schedule and documentation
  • Calibration Operations: Perform selected calibration operations or coordinate and follow through on calibration operations performed by specialists, depending on the complexity of the instrument or equipment
  • Installation Qualification: Coordinate the installation, operation and performance qualifications (IOPQ) for new instruments
  • Instrument Repair: Troubleshoot and repair instruments, including coordination of vendor calls, with proper documentation and follow-through to return the instrument to active service with proper re-qualification
  • SOP Development: Assist in writing and developing standard operating procedures (SOPs) associated with instrumentation and equipment
  • Staff Training: Assist in training technical staff in instrument operations, SOPs and proper documentation associated with instruments and equipment
  • Operator Qualification: Coordinate qualification of instrument operators in support of individual training records
  • Service Coordination: Work with the service engineer to ensure prompt instrumentation repair
  • Schedule Management: Maintain the user schedule or calendar for high-use instrumentation
  • Metrology Standards: Assist with reviewing, developing and updating metrology standards

5. Instrument Specialist Functions

  • Instrument Inspection: Perform weekly inspection of instruments
  • Preventive Maintenance: Perform regular preventive maintenance on cycles appropriate for each instrument
  • Equipment Troubleshooting: Troubleshoot equipment malfunctions
  • Department Liaison: Serve as liaison between the department and other service departments within and outside the college
  • Instrument Upgrades: Perform upgrades and minor repairs
  • User Training: Provide regular training of users in the proper and safe use of instruments
  • Data Support: Support the acquisition, analysis, and maintenance of data
  • Lab Support: Support teaching laboratories and their instrument needs
  • Safety Compliance: Work with users to ensure that the areas surrounding the departmental instruments remain clean and safe
  • Scheduling Oversight: Oversee scheduling procedures at times when demand for instrument time is high
  • Maintenance Records: Maintain maintenance logs for each instrument, ensure that user manuals and or standard operating procedures are readily accessible to interested users, and work with faculty to plan maintenance and replacement cycles
  • Task Documentation: Write and maintain documentation for the performance of essential and repeated maintenance tasks and ensure that appropriate faculty or staff members are trained in these tasks (to provide backup for the instrument specialist)
  • Educational Support: Support department and college-wide efforts to provide a cohesive and inclusive educational experience for all members of the diverse student body, including collaborating with students, faculty and staff in finding ways to meet and improve departmental anti-racism commitments

6. Instrument Specialist Job Description

  • Advanced Troubleshooting: Perform advanced-level, scheduled and unscheduled troubleshooting and services on specialty equipment, instruments and systems specific to the pharmaceutical research and development industry
  • Technical Knowledge: Possess the in-depth technical knowledge required for performing complex analytical service procedures, instrument qualifications and calibration tasks
  • Operations Support: Assist the supervisor in monitoring and scheduling operations of technicians responsible for installing, calibrating, repairing and performing preventive maintenance on electronic, electro-mechanical and mechanical instrumentation according to client specifications
  • Method Development: Develop methods and procedures for the service and calibration of specialized instrumentation
  • Reliability Monitoring: Monitor instrument and part reliability and make alternate service, supplier and parts recommendations
  • Platform Guidance: Provide manager and client guidance regarding platform reliability and replacement based on LCAM and RCM principles
  • Project Leadership: Organize work processes and lead project assignments for instrumentation and calibration staff to fulfill contractual obligations to the client
  • Instrument Reinstallation: Reinstall, test, evaluate, calibrate and maintain instruments or devices upon completion of repairs
  • Record Documentation: Document daily records of inspections, maintenance activity, repairs and other work performed within approved guidelines and procedures
  • Customer Communication: Communicate with customer staff and outside contractors in the calibration, repair and operation of equipment
  • Contractor Coordination: Coordinate with outside contractors regarding repairs covered by maintenance agreements
  • Technical Training: Provide detailed technical training and orientation to staff and colleagues on specialized instrumentation or techniques

7. Instrument Specialist Details and Accountabilities

  • Safety Compliance: Adhere to safety standards
  • Item Handling: Transport and handle soiled and sterile items with appropriate traffic flow
  • Alarm Response: Identify, respond and report malfunctions and or alarms
  • Quality Testing: Perform efficacy and quality testing for all processes and equipment
  • Equipment Operation: Operate and troubleshoot equipment with safety standards
  • Instrument Cleaning: Identify manual and or mechanical cleaning according to the manufacturer’s IFU for all general, laparoscopic, robotic, orthopedic, neuro, plastics, dental, cardiovascular, ophthalmologic, power, implant and loaner instrumentation
  • Scope Processing: Perform flexible scope processing utilizing high-level disinfection (HLD)
  • Supply Preparation: Determine, prepare and use supplies required in the assembly process
  • Instrument Assembly: Identify, inspect and assemble all general, laparoscopic, robotic, orthopedic, neuro, plastics, dental, cardiovascular, ophthalmologic, power, implant and loaner instrumentation, checking for cleanliness and functionality, utilizing count sheets
  • Instrument Packaging: Package and label instrumentation following standards
  • Weight Knowledge: Maintain knowledge of weight limits on sets and equipment within the department
  • Vendor Handling: Maintain knowledge of how to handle vendor-owned items (loaner, consignment)
  • Sterilization Verification: Determine sterilization equipment functionality, operation, monitoring and maintenance with verification and documentation of the sterilization process
  • Sterilization Operation: Perform high temperature (steam) and low temperature (gas plasma, ethylene oxide, chemical) sterilization

8. Instrument Specialist Additional Details

  • Quality Management: Direct clinical and service quality activities
  • Standards Compliance: Ensure staff practice the required standards when carrying out their work
  • Indicator Evaluation: Evaluate the effectiveness of sterilizer test indicators and ensure proper recording
  • Staff Leadership: Lead, supervise, coach and support staff to deliver a high standard of practices
  • Supply Management: Ensure staff issue sterile supplies to all supporting areas promptly
  • Roster Planning: Plan and prepare the staff roster and assignment
  • Practice Auditing: Conduct and evaluate audits on practices and standards
  • Process Improvement: Initiate actions for improvement
  • Staff Training: Ensure staff receive proper orientation, appropriate training and evaluate staff competency before them function independently in their roles
  • Staff Assessment: Perform formative and summative assessments of staff in the department

9. Instrument Specialist Role Purpose

  • Team Facilitation: Facilitate team dynamics and the smooth running of activities within the SSU
  • Training Liaison: Act as a resource person liaison for training and standards of practice
  • Equipment Monitoring: Evaluate and monitor the efficient and effective use of equipment within the department
  • Supply Monitoring: Evaluate and monitor efficient and effective use of consumables and supplies
  • Staff Supervision: Supervise and guide junior staff in their work
  • Quality Participation: Participate in clinical and service quality activities
  • Practice Awareness: Demonstrate awareness of current health care practices and standards
  • Project Coordination: Oversee and coordinate improvement projects to the department's requirements
  • IT Compliance: Facilitate and upgrade the IT system and ensure compliance in utilization among staff
  • Additional Duties: Assume additional responsibilities by the assistant or deputy director (nursing) and the chief nurse

10. Instrument Specialist General Responsibilities

  • Research Leadership: Perform and facilitate research and testing, and provide overall project leadership to ensure interfaces conform to the company's HL7 standards
  • Project Implementation: Be responsible for multiple complex implementations or conversion projects
  • Requirement Gathering: Participate in information gathering for interface requirements
  • Stakeholder Education: Educate and directly interact with stakeholders to help them understand the benefits and limitations of their specific EMR or LIS interface during implementation
  • Client Interaction: Provide direct interaction with the client and the client’s vendor
  • Project Planning: Design and oversee the interface implementation project plan
  • Status Reporting: Be responsible for providing project status updates
  • Communication Support: Provide communications such as go-live notices, support documentation and operational checklists to the internal organization relative to any new or changes to the existing client interface
  • Protocol Implementation: Implement communication scripts and protocols to include dial-up, VPN, frame and web services
  • Tier Support: Provide 3rd-tier support (in the support SOP) to EMR or LIS interface-related problems
  • Post-Implementation: Provide post-implementation support
  • Issue Escalation: Be responsible for escalating implementation and support issues to the appropriate persons or groups for resolution
  • User Coordination: Coordinate user-group sessions with EMR or LIS interfaced clients and internal staff to provide a forum for the exchange of ideas to improve the overall delivery of services
  • Productivity Compliance: Meet productivity requirements for this position
  • Subject Expertise: Act as a subject matter expert to peers for more complex interface issues

11. Instrument Specialist Roles and Details

  • Order Management: Be responsible for managing the execution of the instrument order process, which involves coordination of activities across multiple functional areas within the business, close alignment with product supply, logistics and field resources
  • Issue Resolution: Work closely with finance and contracting to support troubleshooting and resolution of instrument order or billing issues
  • Stakeholder Communication: Serve as a key source of communication with stakeholders to ensure alignment on project schedules, including all instrument installation-related deliveries
  • Field Support: Act as a point of contact for field personnel regarding installation-related delivery issues
  • Continuous Improvement: Engage resources required to drive resolution and ensure issues are captured to support continuous improvement efforts
  • Professional Expertise: Be a seasoned professional with wide-ranging experience
  • Complex Analysis: Deal with diverse and often times complex issues, where analysis may require in-depth evaluation of many factors
  • Method Evaluation: Exercise judgment in evaluating methods and may determine criteria for obtaining solutions
  • Employee Coordination: Coordinate the activities of other employees
  • Senior Networking: Network with senior internal and external personnel in the area of expertise as well as some key contacts outside the area of expertise
  • Quality Management: Be responsible for maintaining and continuously improving the quality system and achieving quality objectives through daily actions

12. Instrument Specialist Responsibilities and Key Tasks

  • Preventive Maintenance: Perform preventative maintenance on analytical instruments while keeping accurate records in accordance with pertinent documentation standards
  • Instrument Repair: Efficiently and correctly repair disabled analytical instruments and laboratory equipment to ensure minimal downtime
  • Record Compliance: Maintain all repair records to ensure compliance with pertinent regulatory requirements
  • Program Management: Establish PM programs for new analytical instruments and laboratory equipment while maintaining and updating existing PM programs
  • Inventory Management: Maintain an accurate inventory of instrument consumables and spare parts
  • Purchasing Coordination: Work closely with purchasing to ensure spare parts and consumables inventory records and database are kept up to date
  • Instrument Installation: Install and place in service new analytical instrumentation and laboratory equipment
  • Device Servicing: Perform checks on hearing aids and other amplification devices, including troubleshooting, conducting repairs to hearing aids, earmolds and cleaning of hearing aids
  • Sales Growth: Achieve growth with a strong mindset on sales and key business metrics while focusing on providing quality patient care