Diagnostic Laboratory Operations Coordinator, Biomedical & Diagnostic Sciences, College of Veterinary Medicine: UTIA

University of Tennessee•Knoxville, TN

8d•Onsite

About The Position

The Diagnostic Laboratory Operations Coordinator provides operational, logistical, and customer service support for Diagnostic Laboratory Services (DLS) within the University of Tennessee College of Veterinary Medicine’s Biomedical and Diagnostic Sciences department. The role coordinates specimen transportation, laboratory intake and send-out testing, client access to diagnostic services, and communication among referring veterinarians, clients, laboratory personnel, and anatomic pathology staff. It supports accurate specimen handling, chain-of-custody documentation, biosafety compliance, and efficient delivery of veterinary diagnostic laboratory services. The coordinator manages the daily courier service, including route planning, specimen receipt and tracking, courier records, coverage, reporting, vehicle service coordination, and transportation supplies. The role also coordinates DLS shipping services and client support, including shipment reporting, shipping-cost review, client access requests, portal assistance, and guidance on submission and shipping procedures. Laboratory support includes receiving, verifying, accessioning, tracking, preparing, packaging, labeling, and distributing specimens and materials, including specimens sent for referral testing. The coordinator maintains associated records, supports specimen-handling quality assurance, organizes collection and drop-off locations, and follows biosafety, chemical safety, and laboratory compliance requirements. The position serves as a primary contact for inquiries about anatomic pathology submissions and services, assists clients in emotionally sensitive situations, and facilitates communication of diagnostic information and reports as appropriate. It also coordinates clinical student rotation, duty, and on-call schedules and provides administrative and technical support for laboratory reports and records in hospital information systems.

Requirements

High school diploma or GED.
Two years of experience in a veterinary medical practice, human healthcare setting, pharmacy, diagnostic laboratory, logistics environment, or related healthcare support operation.
Knowledge of specimen handling, transportation, and chain-of-custody procedures.
Knowledge of laboratory safety, biosafety, and infection control practices.
Knowledge of customer service principles and practices.
Knowledge of medical and veterinary terminology.
Knowledge of records management and data-entry procedures.
Verbal and written communication skills and professional customer service skills.
Ability to organize and prioritize multiple assignments in a fast-paced environment.
Skill in using computer software, database systems, and laboratory information systems.
Skill in identifying and resolving operational issues.
Accuracy and attention to detail; ability to coordinate multiple activities and competing priorities.
Ability to interpret and apply policies, procedures, and regulatory requirements.
Ability to establish and maintain effective working relationships with a diverse customer base.
Ability to work independently and exercise sound judgment.
Ability to maintain confidentiality and safeguard sensitive information.
Ability to communicate effectively in emotionally sensitive situations.
Legally authorized to work in the United States on a full-time basis without needing now or in the future sponsorship for employment-based visa status.

Nice To Haves

Associate’s degree in Veterinary Technology, Medical Technology, Biology, Healthcare Administration, or a related scientific or healthcare field.
Experience working in a veterinary diagnostic laboratory.
Experience with laboratory information management systems.
Experience coordinating shipping, courier services, or operational logistics.
Experience providing customer service to veterinary clients or healthcare customers.
Familiarity with veterinary diagnostic laboratory operations.
Familiarity with laboratory information management systems (LIMS) or electronic medical records.
Experience supporting shipping, logistics, transportation, or specimen management processes.
Experience working in a veterinary teaching hospital, diagnostic laboratory, medical practice, or healthcare environment.
Experience with customer-facing service operations.

Responsibilities

Coordinate the daily operation of the Diagnostic Laboratory Services courier service.
Receive specimens from courier staff and verify specimen integrity, labeling, and documentation.
Accession laboratory submissions, order testing, and route specimens to appropriate laboratory units while maintaining chain of custody.
Document specimen transfers and maintain accurate tracking records, courier records, and archived documentation.
Review courier logs and approve bi-monthly courier hours.
Serve as the primary contact for courier-related questions and service issues.
Create and manage daily courier routes using approved routing software; monitor route changes and service requests.
Coordinate backup courier coverage during staffing shortages or high-volume periods.
Generate and distribute courier service usage reports.
Coordinate vehicle maintenance and service needs with the motor pool and courier staff.
Maintain transportation and shipping supply inventories and communicate service closures through established channels.
Identify and recommend improvements to specimen transportation and logistics processes.
Coordinate DLS-sponsored shipping services and related client support.
Monitor shipment activity, generate monthly shipping reports, review shipping costs, and identify shipments exceeding established service thresholds.
Collaborate with the business office regarding shipping-related charges and reporting.
Review and process client requests for courier services and shipping resources.
Assist referring veterinary clinics with portal navigation and account access; answer questions about submission requirements, shipping procedures, and laboratory services.
Maintain records of shipping service utilization and client access.
Receive and process specimens for internal and external diagnostic testing; verify documentation, test requests, and submission requirements.
Accession and track samples in the laboratory information management system.
Prepare referral specimens by separating, packaging, labeling, and shipping them according to applicable procedures.
Maintain records related to specimen receipt, preparation, and shipment.
Receive incoming packages, distribute materials and specimens to laboratory units, and collect specimens from designated hospital drop-off areas for timely distribution.
Support quality assurance activities related to specimen handling and documentation.
Assist with maintenance and organization of specimen collection and drop-off locations.
Follow applicable biosafety, chemical safety, and laboratory compliance requirements.
Serve as a primary contact for inquiries about anatomic pathology submissions and services.
Respond to client inquiries about submission procedures, fees, expectations, and service options, including in emotionally sensitive situations involving animal illness, injury, or loss.
Facilitate communication of diagnostic information and reports between laboratory personnel and clients, as appropriate.
Coordinate and communicate clinical student rotation schedules, duty assignments, and on-call schedules.
Provide administrative and technical support for ordering, modifying, and maintaining laboratory reports and records in hospital information systems.
Coordinate communication among clients, faculty, residents, laboratory staff, and clinical personnel to support timely diagnostic services.