Laboratory Administrative Coordinator

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.

The essential functions of the position include:

Patient Interaction

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

• Retrieve voicemails periodically throughout each day and return calls in a timely manner. Notify the 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 any patient interactions.

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

Administrative Functions

• Responsible for mailing patient letters and filing.

• Data input into EMR

• Responsible for initiating and coordinating the clerical and secretarial functions required in 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• Provide historical reference by developing and utilizing filing and retrieval systems.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, minutes.

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

• 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; initiating telecommunications.

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 in laboratory. Generate and provide Purchase orders, Packing Slip Forms and Allocation forms.

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

Prerequisites, Skills and Competencies

• High school diploma or equivalent required. An associates' 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, additional customer relations and/or hospitality experience a plus.

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

• Superior computer skills. Intermediate to advanced knowledge in the following: Microsoft Word, Excel, Access, Outlook, and PowerPoint. Understanding of the Internet is required. 25 wpm keyboard skills required. EMR experience a big plus.

• 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.

• This is an onsite position Monday through Friday. Must be able to work occasional overtime, as well as holiday and weekend rotation.

Compensation & Employment Information

We offer a competitive compensation package including medical, dental, and vision coverage; 401(k) with company match; company‑paid short‑ term and long‑term disability; and generous paid time off. Base pay is dependent on education, experience, and demonstrated skills.

Employment is contingent upon completion of the hiring process, including verification of work eligibility.

Equal Employment Opportunity - We are an equal opportunity employer in all aspects of employment.