Laboratory Administrative Coordinator

One of the country’s premier providers of reproductive services is looking to hire aLaboratory Administrative Coordinator to support the daily operations of a busy embryology laboratory.

The successful candidate will serve as the central administrative and coordination resource for the Embryology Laboratory, offering an exceptional opportunity to begin a career in the rapidly expanding field of reproductive medicine.

The Administrative Coordinator position enhances the effectiveness of the ART Embryology Laboratory by providinginformationmanagement support, implementing administrative systems, procedures, and policies, monitoring operation projects, and performing basic secretarial services

Thispositionis ideal foracandidatewho is comfortable working ina multidisciplinary team environment,hasstronginterpersonal skills,isdetail‑oriented,can work independently with minimal supervision whilemaintainingexceptionalaccuracy, meeting required timelines,andfollowthe parameters of regulatory compliance.

The right candidate will beservice focused with ademonstrated commitment tothe laboratory missionof helping patients become a family.

The essentialfunctionsof the position include:

This position should be the main contact for internal and external Laboratory inquires.

Retrieve voicemails periodically throughout each day and return calls ina timely manner. Notify the appropriate staffof anypatientquestions or concerns. Bring all urgent matters directly to the Assistant Embryology Laboratory Director’s attention. Enter progress notes in the EMR database to document any patient interactions.

Assist with the scheduling/transferring of Cryopreserved Embryos and/or Oocytes in and out of the ART Lab. Includesgenerating consents and tracking paperwork.

Administrative Functions

Responsible for mailing patient letters and filing.

Responsible forinitiatingand coordinating the clerical and secretarial functionsrequiredin effective implementation of administrative/operation policies and procedures of the IVF Embryology Laboratory.

Draft correspondence, memoranda, etc., for the Assistant Embryology Laboratory Director’s signature. Draft authorization forms for the release of frozen specimens as requested by patients.

Provide historicalreferenceby developing andutilizingfiling and retrieval systems.

Maintain meeting agendas, meeting discussions, minutes.

Welcome guests, vendors, consultants, etc. by greeting them in person or on the telephone; answering orreferringinquiries.

Maintain Assistant Laboratory  Director’s appointment schedule by planning and scheduling meetings, conferences, and teleconferences.

Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.

Conserve Assistant Laboratory Director’s time by reading, researching, and routing correspondence; drafting letters and other documents; collecting and analyzing information;initiatingtelecommunications.

Laboratory Functions

Initiate the requests for physical inventories of cryopreserved embryos and oocytes.

Responsible for inputting into the computer when embryos/oocytes are removed/transferred/discarded or donated.

Track all inventory inlaboratory. Generate and provide Purchase orders, Packing Slip Forms and Allocation forms.

Responsible for keeping and updating laboratory monthly QA/QC sheets.

Prerequisites,Skillsand Competencies

High school diploma or equivalent required. Anassociates'or bachelor's college degree in a science-related field is preferred; candidates with relevant medical administrative or secretarial training and experience will also be considered.

Minimum one year admin medical office experience,additionalcustomerrelationsand/or hospitality experiencea plus.

Ability to build good patient relationships through trust, proactive engagement, and effective problem-solving.

Superior computer skills.

Intermediate toadvanced knowledge in the following:
Microsoft Word, Excel, Access, Outlook, and PowerPoint.

Understanding of the Internet is required. 25 wpm keyboard skills required. EMR experiencea bigplus.

Ability to communicate accurately and concisely. Verbal and written.

Ability to plan, organize, and…