Laboratory Administrative Coordinator
About The Position
One of the country’s premier providers of reproductive services is looking to hire a Laboratory 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 providing information management support, implementing administrative systems, procedures, and policies, monitoring operation projects, and performing basic secretarial services. This position is ideal for a candidate who is comfortable working in a multidisciplinary team environment, has strong interpersonal skills, is detail‑oriented, can work independently with minimal supervision while maintaining exceptional accuracy, meeting required timelines, and follow the parameters of regulatory compliance. The right candidate will be service focused with a demonstrated commitment to the laboratory mission of helping patients become a family.
Requirements
- High School Diploma.
- Minimum of one year’s executive administrative experience.
- Superior computer skills.
- Intermediate to advanced knowledge in Microsoft Word, Excel, Access, Outlook, and PowerPoint.
- Understanding of the Internet is required.
- 25 wpm keyboard skills required.
- Ability to communicate accurately and concisely (Verbal and written).
- Ability to plan, organize, and effectively present ideas and concepts.
- Aptitude to work independently and demonstrate good judgment.
- Must be able to multi-task and prioritize assignments.
- Excellent focus and attention to detail are essential.
- The ability to understand and interpret pertinent policies and procedures clearly and accurately required.
- Must be able to work occasional overtime, holidays and weekends as needed.
Nice To Haves
- Two years college or secretarial school certification preferred and will be given first consideration.
- Medical office, customer relations and/or hospitality experience a plus.
- EMR experience a big plus.
Responsibilities
- Serve as the main contact for internal and external Laboratory inquiries.
- Retrieve voicemails and return calls in a timely manner.
- Notify appropriate staff of any patient questions or concerns.
- Bring all urgent matters directly to the Assistant Embryology Laboratory Director’s attention.
- Enter progress notes in the EMR database to document patient interactions.
- Assist with the scheduling/transferring of Cryopreserved Embryos and/or Oocytes in and out of the ART Lab, including generating consents and tracking paperwork.
- Speak directly with patients, intake information and triage patient requests.
- Responsible for mailing patient letters and filing.
- Data input into EMR.
- Initiate and coordinate clerical and secretarial functions for 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 historical reference by developing and utilizing filing and retrieval systems.
- Maintain meeting agendas, meeting discussions, and minutes.
- Welcome guests, vendors, consultants, etc. by greeting them in person or on the telephone; answering or referring inquiries.
- 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; initiating telecommunications.
- Initiate 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 in the laboratory.
- Generate and provide Purchase orders, Packing Slip Forms and Allocation forms.
- Responsible for keeping and updating laboratory monthly QA/QC sheets.
Benefits
- Medical coverage
- Dental coverage
- Vision coverage
- 401(k) with company match
- Company-paid short-term disability
- Company-paid long-term disability
- Generous paid time off
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
