Cryo-Inventory Coordinator

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule: Monday - Friday
• Building:
• Salary Range: $69,000 - $76,000

Position Summary

The Cryo-Inventory Coordinator supports the Cryo-Storage Supervisor and laboratory leadership in the day-to-day management, tracking, documentation, reconciliation, storage, transfer, and disposition of cryopreserved reproductive specimens. The position performs assigned operational and administrative activities to maintain specimen integrity, accurate inventory records, chain of custody, and compliance with established laboratory policies, procedures, and regulatory requirements.

The Cryo-Inventory Coordinator works collaboratively with laboratory, clinical, administrative, patient, and external facility personnel and serves as a resource for routine cryogenic inventory matters within the scope of the position. The Coordinator escalates discrepancies, safety concerns, complex specimen matters, and issues requiring clinical, legal, ethical, or supervisory judgment to the Cryo-Storage Supervisor or appropriate laboratory leadership.

The successful candidate demonstrates exceptional attention to detail, organization, communication, problem-solving, and a strong commitment to patient service, specimen safety, and teamwork.

Responsibilities

Cryo-Inventory & Specimen Management

• Maintain accurate electronic and physical inventory records for cryopreserved embryos, oocytes, sperm, reproductive tissue, and other applicable specimens.
• Track specimen identification, storage locations, containers, movements, and status throughout the specimen lifecycle.
• Complete assigned chain-of-custody and witness documentation for specimen movements and disposition.
• Assist with routine reconciliation of physical and electronic inventory and assist with scheduled cryo-inventory audits and reconciliation.
• Identify, document, and promptly escalate inventory discrepancies or specimen identification concerns.
• Support specimen disposition activities in accordance with patient authorization, consent/request forms, clinic policies, established procedures, and applicable requirements.
• Assist with management and tracking of specimens designated for research or other approved disposition pathways.
• Assist with identification and tracking of specimens subject to abandoned-storage procedures and support disposition activities in accordance with established policies and procedures and under the direction of the Cryo-Storage Supervisor.

Cryostorage, Transfers & Quality Control

• Facilitate authorized transport, receipt, release, and transfer of cryopreserved specimens to and from other laboratories and facilities in accordance with established procedures and under the direction of the Cryo-Storage Supervisor.
• Maintain complete transfer, shipment, receipt, and chain-of-custody documentation.
• Assist with ordering, receiving, rotating, and maintenance of liquid nitrogen (LN₂) and other cryogenic gas supplies as required for laboratory operations.
• Monitor LN₂ storage tank levels and perform assigned routine filling activities in accordance with established safety procedures, manufacturer instructions, training, and laboratory protocols.
• Perform assigned daily, weekly, monthly, and annual quality-control activities for cryogenic storage systems, including monitoring storage conditions and liquid nitrogen levels, as applicable to the role.
• Report equipment, storage, capacity, or safety concerns promptly to the Cryo-Storage Supervisor.
• Assist with maintaining accurate cryogenic storage records and assist with organization and capacity management.

Documentation, Compliance & Continuous Improvement

• Enter and maintain accurate specimen and procedure information in the EMR, laboratory/inventory systems, and other designated databases.
• Maintain complete, timely, and accurate documentation in accordance with established procedures.
• Assist the Cryo-Storage Supervisor with development and revision of laboratory policies, procedures, and SOPs as directed.
• Support regulatory inspections, internal audits, quality assurance activities, incident investigations, and corrective actions.
• Participate in continuous improvement initiatives and identify opportunities to improve laboratory workflows, inventory accuracy, patient safety, and patient experience.
• Follow applicable laboratory safety protocols, including hand hygiene, PPE, OSHA, infection-control, and public safety requirements.
• Perform assigned duties within the scope of education, training, demonstrated competency, and established laboratory procedures.
• Maintain current knowledge of relevant laboratory, cryopreservation, safety, quality, and regulatory practices through ongoing professional development and required training.

Communication & Patient Service

• Serve as a designated point of contact for routine cryogenic inventory matters under the direction of the Cryo-Storage Supervisor.
• Communicate professionally and compassionately with patients, laboratory and clinical staff, physicians, vendors, couriers, outside laboratories, and other authorized organizations.
• Provide timely information regarding documentation, specimen transfers, storage, and disposition within the scope of the position.
• Escalate clinical, legal, ethical, consent, or specimen-related concerns to the Cryo-Storage Supervisor or appropriate clinic/laboratory leadership.
• Maintain patient privacy and confidentiality in accordance with HIPAA and organizational policies.
• Demonstrate teamwork, reliability, adaptability, and effective collaboration with laboratory, clinical, administrative, and external partners.
• Perform general administrative functions, and related duties and responsibilities as assigned/requested.

Minimum Qualifications

• Bachelor's degree in biological science, healthcare, laboratory science, or a related field; plus, three years of related experience.
• Laboratory experience in a healthcare, fertility, cryobank, biobank, or similarly regulated environment.
• Exceptional attention to detail, organization, and problem-solving skills.
• Ability to prioritize, multitask, work independently, and follow through consistently.
• Strong computer and data-entry skills, including experience with EMR/EHR systems, Microsoft Office, or comparable software.
• Strong written and verbal communication skills with a professional, service-oriented approach.
• Ability to work effectively with patients, providers, laboratory personnel, and external organizations.
• Ability to maintain strict confidentiality and follow detailed laboratory and safety procedures.
• Ability to lift, carry, and move materials weighing up to 25 pounds within established facility safety limits and proper handling procedures.

Preferred Qualifications

• Two or more years of laboratory experience.
• Experience in fertility, reproductive medicine, IVF, embryology, andrology, cryobanking, or tissue storage.
• Experience with cryogenic inventory management, specimen tracking, chain-of-custody procedures, or biological specimen transfers.
• Experience with laboratory information systems, EMR systems, or inventory management software.
• Familiarity with laboratory quality management and regulatory requirements.

The Department of Obstetrics and Gynecology is dedicated to the goal of building a multicultural faculty and staff committed to teaching, working and serving in a diverse community, and strongly encourages applications from candidates of traditionally underrepresented backgrounds.

We are continuously seeking to recruit individuals who will enhance the diversity of our workplace and the effectiveness of our organization.

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualification, experience, education, licenses, specialty, and training. The above hiring range represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.