Lab Administrator Assistant

This position supports the Laboratory Manager, Director, and department by enhancing operational effectiveness through information management, administrative coordination, and implementation of systems, procedures, and policies. The role is responsible for monitoring operational projects and performing a range of administrative and clerical functions.

This is a position requiring sound judgment, professionalism, and the ability to work both independently and under general supervision, with minimal direction from the Laboratory Director or their designee.

Scope of Responsibility

This position reports directly to the Laboratory Manager/Director.

I. Essential Functions

Patient Interaction

• Serve as the primary point of contact for internal and external IVF laboratory inquiries.
• Coordinate the scheduling and transfer of cryopreserved embryos and/or oocytes, including generating consents and tracking all required documentation.
• Schedule laboratory appointments (in person or by phone) for patients and vendors to optimize laboratory workflow and efficiency.
• Manage the laboratory schedule to ensure a smooth, timely, and patient-focused experience.
• Maintain accurate and organized scheduling records in RESource/Athena, ensuring compliance with departmental scheduling guidelines.
• Respond promptly to all scheduling requests.

Administrative Functions

• Perform a full range of administrative and clerical duties for the laboratory, including:
  • Preparing and mailing patient correspondence; maintaining organized filing systems
  • Entering and managing data in the electronic medical record (EMR) system
  • Supporting the implementation of laboratory administrative and operational policies and procedures
• Draft correspondence, memoranda, and documentation for management review and signature.
• Prepare authorization forms for the release of cryopreserved specimens at patient request.
• Maintain accurate records related to cryopreserved specimens, including receipt, transfer, discard, and storage.
• Produce and manage documentation by transcribing, formatting, editing, and transmitting data and reports.
• Develop and maintain effective filing and retrieval systems to ensure accessibility of records.
• Coordinate meeting logistics, including agendas, minutes, and documentation.
• Manage filing and binding of laboratory charts and related documentation.
• Support laboratory inventory processes and documentation.
• Perform SART data entry as required.

Laboratory Support Functions

• Initiate and assist with physical inventory processes for cryopreserved embryos and oocytes.
• Coordinate and manage all related documentation, resolving discrepancies as needed.
• Accurately record all specimen activity, including transfers, removals, donations, and disposals.
• Track and maintain laboratory inventory records.
• Generate and manage purchase orders, packing slips, and allocation forms.
• Provide oversight and guidance to laboratory administrative support staff, as needed.

II. Qualifications

Education & Experience

• Bachelor’s degree in Biological Science required.
• Minimum of one (1) year of administrative or clerical experience.

Skills & Competencies

• Strong computer proficiency, including Microsoft Word, Excel, and PowerPoint.
• Excellent written and verbal communication skills, with attention to detail and accuracy.
• Strong organizational, time management, and multitasking abilities.
• Ability to work independently, exercise sound judgment, and maintain confidentiality.
• Knowledge of modern office practices, procedures, and equipment.
• Familiarity with OSHA and other regulatory standards applicable to laboratory operations preferred.
• Strong customer service and interpersonal skills; hospitality experience is a plus.
• Ability to maintain professionalism and a positive, patient-centered approach.
• Strong listening skills and the ability to communicate effectively with diverse audiences.
• Ability to prioritize tasks, manage deadlines, and perform well under pressure.

Work Requirements

• Flexibility to work overtime, weekends, and holidays as needed.

III. Additional Job Specifications

Work Environment

• Primarily office-based, within a temperature-controlled indoor environment.
• Occasional exposure to standard office equipment and minor electrical hazards.
• Use of computers, telephones, copiers, and other office machinery required.

Schedule

• Work schedules may vary and are subject to change on short notice based on operational needs.
• Occasional overtime may be required.